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Conducting a Professional and Effective Meeting Britni Saunders

Conducting a Professional and Effective Meeting Britni Saunders LPA Training Program Director, INDOT Event Date. Purpose and Objective. Purpose To train and share information to be used to improve utility coordination during project delivery Objective

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Conducting a Professional and Effective Meeting Britni Saunders

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  1. Conducting a Professional and Effective Meeting Britni Saunders LPA Training Program Director, INDOT Event Date

  2. Purpose and Objective • Purpose • To train and share information to be used to improve utility coordination during project delivery • Objective • By the end of this section, you should understand: • What causes meetings to be ineffective • 7 Tips for Better Meetings • How to apply those tips toward improving utility coordination on projects

  3. “Sudden Twists, Surprise Endings” https://www.youtube.com/watch?v=pLZNKYcD59A

  4. The Bad News Starting a 6-person meeting 15 minutes late = 90 minutes of work time wasted Most professionals who meet on a regular basis admit to…

  5. The Good News

  6. 7 Tips for Better Meetings 1 Define purpose. Reasons to have a meeting: Reasons NOT to have a meeting: To make a decision. It’s not necessary. To solve a problem. Cost outweighs benefits. To celebrate achievement. Key people are unavailable. To share critical information or training. Not enough time to prepare or timing isn’t right.

  7. 7 Tips for Better Meetings 2 Begin with the end in mind! Define objective. What should be done differently after the meeting? “By the end of the meeting, I want the group to…” • Define your objectives to better plan your agenda. The more concrete your objectives are, the more focused your agenda will be. • This provides a way to measure the success of the meeting and allows you to continuously improve your meeting process.

  8. 7 Tips for Better Meetings 3 Create an agenda. (Based on purpose and objectives) Communicates important information such as: • Ask attendees if there is anything they would like to see added. Give a due date for responses. • Define any pre-work necessary. • Allow yourself extra flex time. Topics for discussion Time allotted for each topic Presenter/discussion leader for each topic Who is invited, where and when the meeting will be Assign the scribe

  9. 7 Tips for Better Meetings 4 Be on-time & prepared to begin. • Arrive a few minutes early. • Late arrivers should phone ahead. • Leader should start on time and not wait for late arrivers. • Have enough materials for each attendee & a few extras. • Participants should come prepared based on the advanced agenda. • Ensure the scribe is prepared to take minutes & key action items. • Circulate a sign-in sheet. • Facilitate introductions- don’t assume everyone knows each other.

  10. 7 Tips for Better Meetings 5 Facilitate professionalism & effective dialogue. Professionalism: Image & Conduct Image: Dress appropriately & professionally, no matter your role. Conduct: Act appropriately & professionally to get the most of everyone’s time. • ALWAYS: • Give your attention to the speaker and avoid side conversations • Pay attention to body language • Acknowledge points and express appreciation for constructive input • Raise your hand to ask a question • Encourage problem-solving dialogue • NEVER: • Bring unannounced guests. • Be redundant to take credit • Escalate your voice to talk over someone • Interrupt someone while they are speaking • Create an environment where others are afraid to ask questions Everyone’s busy. Turn your phone off.

  11. 7 Tips for Better Meetings 6 Be a great leader. Be vulnerable Eliminate intimidation & fear Thank participants for good ideas and offering contrasting opinions professionally Watch out for meeting dominators Seek the truth Draw out the opinions of everyone Win through others; think like a coach

  12. 7 Tips for Better Meetings 7 Set everyone up for success after the meeting. • ACTION ITEMS: • Assigning action items before the meeting is adjourned helps to… • Assure completion • Set dates for follow-up • Everyone complete tasks assigned to them as expeditiously as possible • MEETING NOTES: • Recording and distributing notes within 72 hours after the meeting helps to… • Use for future reference • Prepare for upcoming meetings • Capture responsibilities, outcomes, problem solving ideas, etc.

  13. Application to Utility Coordination • Value input • Involve utilities EARLY • Listen closely to problems to understand a solution • Consider all solutions offered • First approach should be to avoid utilities when feasible • Weigh the costs and benefits of each Take good notes/minutes - Valuable reference later on for solutions and agreements reached

  14. Application to Utility Coordination

  15. By the Numbers What makes a successful meeting? How to get the most out of your meeting 1 Want to keep people’s attention during meetings? HAVE SHORTER MEETINGS! I’m leaned forward, all ears. What are you wearing? I’m playingWords with Friends. Please save me. 91% 30 minutes or less 84% 73% 64% 0-15 min 15-30 min 30-45 min 45+ min Attention Levels ---------------------------- Get to the point already After 30 minutes participation drops off

  16. By the Numbers MEETING ENGAGEMENT as a function of who’s talking When the PRESENTER does most of the talking Attendees have a hard time getting a word in THE BEST MEETINGS OCCUR WHEN THE ORGANIZER: 92% • SPEAKS 35% of the time GUESTS do most of the talking GUESTS do most of the talking LISTENS 65% of the time Attendees participate in the conversation

  17. By the Numbers 2 Meeting Follow-Up Keep your decks short if you want people to read them! A deck is any slideshow, proposal, contract or follow-up material Assuming it takes 15 minutes to create one slide IT CAN TAKE UP TO 5 HOURS TO CREATE A DECK THIS SIZE SHORT DECK FOR EVERY 100 SENT ABOUT 40 ARE READ FULLY 1 to 20 pages IT CAN TAKE UP TO 10 HOURS TO CREATE A DECK THIS SIZE MEDIUM DECK FOR EVERY 100 SENT ABOUT 25 ARE READ FULLY 20 to 40 pages IT TAKES WAY TOO LONG TO CREATE A DECK THIS SIZE LONG DECK FOR EVERY 100 SENT ABOUT 14 ARE READ FULLY more than 40 pages

  18. By the Numbers When to Follow-Up Not all decks will be viewed, but of those that are… 13% 33% 62% 69% Are opened within the FIRST 5 MINUTES Are opened within the FIRST HOUR Are opened within the FIRST DAY Are opened within the FIRST 2 DAYS Average amount of time spent reading each page of a deck 52 SECONDS IF THE DECK IS 1-10 PAGES 35 SECONDS IF THE DECK IS 41-50 PAGES 10 SECONDS IF THE DECK IS 100+ PAGES Is your deck being forwarded? RECIPIENTS FORWARD DECKS ABOUT 10% OF THE TIME.

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