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![Page 1: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/1.jpg)
Presented By Columbus Area
Labor-Management Committee
Dr. Jim Cowles, Executive Director
Meredith Porterfield, Program Manager
Planning Effective Meetings
![Page 2: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/2.jpg)
• Different types of meetings• Informational or instructional meetings
• 1-way flow of information• Other meetings require participation, problem
solving or are project oriented• 2-way flow of information
• Combination of informational and participatory meeting
Planning Effective Meetings
![Page 3: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/3.jpg)
Planning Effective Meetings
Is the meeting to:• Look at a particular problem and seek a
solution, then dissolve group (ad-hoc)
• Have a departmental meeting – ongoing or looking at a single problem (natural work group)
• Have a cross-functional group meeting – could be ongoing or ad-hoc
![Page 4: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/4.jpg)
Planning Effective Meetings
Basic Meeting Elements:• Must have purpose• Identify an outcome• Course of action, direction (agenda)• Information – Providing & gathering• Discussion• Planning• Decision making
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Planning Effective Meetings Common Problems
• Getting off the subject• No goals or agenda• Too lengthy• Poor and inadequate
preparation• Inconclusive• Disorganized• Ineffective leadership/lack
of control• Irrelevance of information
discussed
• Time wasted during meetings
• Starting late• Not effective for making
decisions• Interruptions from within
and without• Individuals dominate• Rambling, redundant, or
digressive discussion
These problems can easily be avoided!
![Page 6: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/6.jpg)
Planning Effective Meetings
People need to know:
• The type of meeting they will be attending
• Why it’s important they attend
• Why the meeting is necessary
• Will they be involved in decision-making
• What potential outcome is expected
![Page 7: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/7.jpg)
Planning Effective Meetings
• Location – Easily accessible, participants familiar with location
• Adequate space – comfort level, free of distractions
• Room arrangement – the participants’ role should determine seating arrangement
Examples: U-shaped, Classroom
![Page 8: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/8.jpg)
Planning Effective Meetings
• Notify participants – allow plenty of notice for participants to put it on the calendar
• Meeting Time – set a time good for most people, allow for travel
• Multiple shifts – Combine shifts, go to each shift (don’t want to leave anyone out)
![Page 9: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/9.jpg)
Planning Effective Meetings
• Be cognizant of other events occurring
• Materials for participants – best to have more materials than not enough
• Equipment available – computer, projector, flip chart or white board, markers, etc.
• Do participants need to bring anything?
![Page 10: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/10.jpg)
Planning Effective Meetings
• Agendas are needed and important, should be sent before meeting
• Anticipate questions, discussion or no participation, no discussion
• Consider potential outcomes• Is there enough information for the meeting• Do you need to remind people to bring
information
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Planning Effective Meetings
• Allow enough time for all items on the agenda
• Meeting length may not be what it appears – Ex. Two hour meetings are not two hours
• Better to allow more meeting time than not enough• People prefer to get done earlier instead of
staying over
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Planning Effective Meetings
Who Should Attend• Department meetings should include all
members of a department
• Representatives with knowledge and experience regarding problem or project
• Consider personality styles
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Planning Effective Meetings
Who Should Attend• In a labor-management group, labor normally
picks labor members, management picks management members
• People who will attend on regular basis• Leaders
• Experts
• Group Representatives
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Planning Effective Meetings
How Many Should Attend?
Informational meetings – • People should have an opportunity to ask
questions
• Too many attending can inhibit questions from being asked
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Planning Effective Meetings
How Many Should Attend?
Participatory meetings -• Should be representative of those impacted
by items discussed
• Large groups can be broken into smaller, working groups
• Facilitation helps groups be productive
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Planning Effective Meetings
Assessing the Meeting:
A simple way to find out what people think of the meeting is to ask.• At the end of the meeting, ask the questions
on the next slide. • If any change needs to be made, it will be
important to act on it.
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Planning Effective Meetings
What do you think people would say aboutthe meeting:
• Was the meeting effective? If not, what needs to change
• Are we making progress on our mission or goal or what did we accomplish?
• Are there any additional tools we need to help us with our work?
![Page 18: Presented By Columbus Area Labor-Management Committee Dr. Jim Cowles, Executive Director Meredith Porterfield, Program Manager Planning Effective Meetings.](https://reader036.fdocuments.in/reader036/viewer/2022062804/5697bf761a28abf838c80a26/html5/thumbnails/18.jpg)
PLANNING EFFECTIVE MEETINGS
For more information, assistance or facilitation for your next meeting, contact:
Columbus Area Labor-Management Committee
http://calmc.org