Meeting Management and Roles

1. Meeting Management and Roles July 1998

2. Regardless of Your Role, You Are Judged on How You Handle a Meeting Time Management? Managerial/ Leadership Skills? Problem Solving Capabilities? Executive Presence? MtgMgtRolesv1.ppt

3. Steps to an Effective Meeting • Establish the need • Set a clear agenda • Arrange logistics • Define roles and responsibilities • Pre-position key contributions • Identify and overcome barriers Plan • Follow the agenda • Record group thinking • Practice good meeting behaviors • Encourage participation • Identify next steps • Note benefits and concerns Do • Evaluate effectiveness • Circulate meeting summary • Follow up on next steps • Incorporate benefits and concerns into next meeting plan Review MtgMgtRolesv1.ppt

4. Effective Meeting Checklist Date: ____________________ Purpose: ____________________ Activity 1. Was an agenda sent out ahead of time? 2. Were objectives clear? 3. Were handouts and meeting aides prepared in advance and presented at the meeting? 4. Was the meeting room set up properly? 5. Did the meeting start on time? 6. Was the agenda followed? 7. Did participants understand what was expected of them during the meeting? 8. Did the meeting end on time? 9. Was there good participation in the meeting? 10. Was the meeting controlled? 11. Was the meeting summarized? 12. Were participants’ problems, concerns, and needs sought? 13. Were decisions made or action items assigned to resolve problems? 14. Were commitments asked for and made? 15. Were follow-up reporting times established? 16. Did meeting leader practice good interpersonal skills: active listening, paraphrasing, and Yes __________ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ No __________ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ _____ MtgMgtRolesv1.ppt

5. We Participate in All Types of Meetings Presenting Facilitating Lecture/Presentation 20% 80% 50% 50% 80% 20% One-way information sharing meetings, briefings Project updates, management reviews Staff meetings, standing committee meetings Decision-oriented meetings, problem-solving meetings, task force meetings, team meetings, project team meetings, focus groups Source: How to Lead Work Teams: Facilitation Skills, Fran Rees. MtgMgtRolesv1.ppt

6. Meeting Roles: Client/ Team Leader • “Owns” the meeting—sets the objectives • Determines the participants • Provides support, information, and resources • Sets the tone • Encourages creativity • Makes decisions MtgMgtRolesv1.ppt

7. Meeting Behavior: The Leader Sets the Tone • Demand serious preparation, attention, and effort • Set high—but reasonable, achievable expectations • Speak in terms of “we” instead of “I” • Make the team realize that the task is important MtgMgtRolesv1.ppt

8. Meeting Roles: Resource/ Team Member • Generates ideas and recommendations • Adheres to the agenda • Practices good meeting behaviors • Completes assigned tasks • Participates actively MtgMgtRolesv1.ppt

9. Meeting Roles: Facilitator • Guides the process • Make it “safe” for everyone to participate • Records group ideas and decisions • Monitors time contract • Brings team back on-track when needed • Helps headline and clarify ideas • Aids team performance • Provides feedback MtgMgtRolesv1.ppt

10. The Group Memory: Flipchart Recordings • Helps the group focus • Provides instant record of meeting content • Encourages participation • “Depersonalizes” ideas • Increases sense of accomplishment MtgMgtRolesv1.ppt