Best Practices Committee November 1, 2012 Practitioners Group Meeting.
Meeting Best Practices Overview
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Transcript of Meeting Best Practices Overview
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Effective MeetingsMamie Kanfer Stewart
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Mamie Kanfer StewartFounder & CEO of Meeteor
We’re about productive meetings.•Web and mobile apps•Workshops, webinars, etc • Blog on best practicesHello!
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1/3Of all meetings are unproductive!
Meetings are Everywhere
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• The meeting lifecycle
• Meeting preparation
• Meeting participation
• Meeting follow-through
• Next stepsToday’s Agenda
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The Unfortunate Truth
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• Manage your tasks• Plan meeting agenda• Prepare for meeting conversation
• Facilitate the conversation• Contribute to the conversation• Capture the meeting outcomes
• Share meeting outcomes• Refer to meeting outcomes
The Meeting Lifecycle
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MEETING PREPARATION
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• How meeting preparation can lead to better meeting results.
• The key components of effective meeting preparation.
What You Will Learn
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• Decide if you really need a meeting.
• Ensure the right people are there.
• Determine if you need to be at the meeting.
• Enable others to prepare.
• Know if the meeting was successful.
Why Prepare
for a Meeting
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• Why you are meeting (desired outcome)
• What you will do (agenda topics/activities)
• How people can prepare (pre-reading and instructions)
• How people should act (norms)
Agenda Best
Practices
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The 6 Meeting Whys
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Desired Outcomes : Examples
THIS NOT THAT
List of 5-8 ideas ready to share with
management for their input.
To brainstorm ideas.
Alignment on progress and resolution of open
questions.
To check in with the client and get
feedback.
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• Provide context, get people in the room and up to speed.
• Take in the information at the individual’s own pace.
• People do their best thinking (particularly introverts).
• Spend more meeting time discussing content and less time presenting.
The Power
of Prewor
k
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THIS NOT THAT
(approx. 10 min) Review attached file and come prepared to answer these questions:• What surprised you?• What concerns you?• What is missing?
Review attached file.
Prework : Examples
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• Create shared understanding of what behavior is allowed or preferred.
• Empower participants to engage with greater confidence.
• Serve as a tool to support the meeting facilitator.
The Power
of Norms
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THIS
• Share ideas first and reserve judgment for later
• Use a backburner to hold off-topic ideas in order to keep the conversation focused
• Signal when you are inquiring / advocating / playing devil’s advocate
• Avoid “no, but” statements – try to build on the ideas of others with “yes, and”
• Decisions will be made by majority vote• Keep meeting conversation confidential
Norms : Examples
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• Ask for an agenda.• Get input from others
on the agenda.• Share the agenda and
prework at least 24 hours in advance.
• Send a reminder for the prework 24 hours in advance or the morning of the meeting.
Tips for Effective Preparati
on
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MEETING PARTICIPATION
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• Techniques to facilitate and engage in the conversation.
• How note-taking can drive productive conversations.
• The 4 types of meeting notes you should capture. What
You Will Learn
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• You don’t need to be the meeting leader.
• You contribute value through your own ideas and eliciting those of others.
Everyone is a
Facilitator
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Facilitation
Techniques
LEVERAGE THE AGENDADevelop a thoughtful agenda so it can guide your conversation.
Techniques– Start with a check in– Follow the agenda– Call upon a norm– End with a check out
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Facilitation
Techniques
ASK QUESTIONSAsk questions that surface underlying beliefs, values and assumptions.
Techniques– “Say more…” and The 5 Whys– Principles vs preferences
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Facilitation
Techniques
SYNTHESIZEListen and push the conversation forward by repeating back what you’re hearing.
Techniques– Mirror and Reflect– Frame options
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Facilitation
Techniques
MAKE SPACEInclude activities that support reflection and contribution by all participants.
Techniques– Think then share– Fist of Five
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• Drive toward a decision.
• Clarify next steps.• Create alignment.• Keep the meeting on
track.• Keep others
informed.The
Power of
Notes
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The Four Types
of Notes
1. NOTESContextual information with minimal future value.
ExampleMamie doesn’t like that the blue call to action buttons are all the same.
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The Four Types
of Notes
2. LEARNINGSInsights and big ideas worth remembering.
ExamplePrimary focus for this website is to get people to book a product demo. Secondary focus is to get visitors to subscribe to the blog.
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3. DECISIONSAgreements and their explanation.
ExampleDecision: Leave ‘book a demo’ as current button styling and change ‘subscribe to blog’ styling into something different.
Rationale: We need to clearly draw attention to the main action and differentiate between that and the secondary (or any other) action.
The Four Types
of Notes
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4. TASKSActions with an owner and due date.
ExampleWhat: Create options for secondary CTA buttons/links.
Who: Dan
When: 8/15/16
The Four Types
of Notes
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• Make visual reminders for facilitation techniques.
• Share facilitation responsibility.
• Assign or rotate the note-taking role.
• Wrap up with a review of the Decisions and Next Steps.
• Reference previous notes.
Tips for Effective
Participation
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MEETING FOLLOW-THROUGH
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• How to measure the success of your meeting.
• How to manage meeting outcomes.
What You Will Learn
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• Did you achieve the Desired Outcome?
• Did you stay within time limits?
• How engaged were the meeting participants? (scale of 1-5)
• Were the meeting outcomes acted upon?
Measuring
Success
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• Share written documentation (notes) of meeting outcomes.
• Communicate to other stakeholders.
• Transfer critical information.
• Reference outcomes as needed.
Managing
Outcomes
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• Everyone needs to prepare for a meeting.
• Norms, asking questions and other techniques can help you facilitate AND engage.
• Capture good meeting notes, confirm them, and share them.
• Be responsible for following through.
Key Takeawa
ys
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