Improve meetings

1. Why should you have a meeting?
2. Who will moderate the meeting?
3. How will the moderator prepare the meeting?
4. How will the moderator start the meeting?
5. How will the moderator moderate idea sharing?
6. How will the moderator moderate decision making?
7. How will people choose what they want to do?
8. How will the moderator finish the meeting? 

Published in: Leadership & Management, Education

Improve meetings from Frank Calberg Services

Transcript

• 1. How can we improve meetings?
• 2. 1. Why should you have a meeting? 2. Who will moderate the meeting? 3. How will the moderator prepare the meeting? 4. How will the moderator start the meeting? 5. How will the moderator moderate idea sharing? 6. How will the moderator moderate decision making? 7. How will people choose what they want to do? 8. How will the moderator finish the meeting?
• 3. Question # 1 Why should you have a meeting?
• 4. http://www.inc.com/chuck-blakeman/great-companies-are-making-all-meetings-optional.html Intel imposed a rule that no one could hold a meeting without a clear purpose.
• 5. Defining the purpose of the meeting may be the key to solving the problem. If you don’t know the purpose of the meeting, do not start the meeting. http://blogs.hbr.org/2013/12/the-seven-imperatives-to-keeping-meetings-on-track/ http://www.destination-innovation.com/articles/how-to-run-super-effective-meetings/ http://www.iaf-methods.org/node/5106 http://www.scribd.com/doc/34918427/Problem-analysis-methods
• 6. Pittampalli, Al: Read this before our next meeting, location 374. http://bigthink.com/series/70/series_item/4981 http://leadershipfreak.wordpress.com/2013/04/04/how-to-solve-the-1-problem-with-meetings/ We must keep meetings about decisions. The only way to do so is to cancel informational meetings – thereby saving people’s time.
• 7. Using the word “money” instead of “time” when scheduling your week, you’ll be more careful and judicious about whether to spend your time in meetings or not. http://online.wsj.com/article/SB10001424052970204642604577215013504567548.html
• 8. Every time someone called a meeting, designer Will Wright charged the person a dollar. https://www.mckinseyquarterly.com/Governance/Leadership/Why_good_bosses_tune_in_to_their_people_2656
• 9. Should I hold a meeting? https://hbr.org/2015/03/do-you-really-need-to-hold-that-meeting https://hbr.org/2015/04/all-the-charts-tables-and-checklists-you-need-to-conduct-better-meetings
• 10. Question # 2 Who will moderate the meeting?
• 11. Moderator possibilities # 1: A manager # 3: An external moderator # 2: An employee
• 12. A manager is intellectually so challenged, that he/she is not capable of managing the process. http://news.nzzexecutive.ch/arbeitsmarkt/uebersicht/tv_sprecher_sind_eigentlich_keine_moderatoren_1.8140678.html
• 13. Reason # 1 Managers and employees show more respect for an external facilitator. Reason # 2 People take things more seriously when an external facilitator manages the meeting. 2 reasons why an external facilitator is the better choice Ravn, Ib: Facilitering, p. 27-28.
• 14. Further inspiration http://fac-vid.squarespace.com/bedre-moeder/Ravn%20-%20Bedre%20mder%20gennem%20facilitering.pdf http://issuu.com/frankcalberg/docs/educatorroles https://www.scribd.com/doc/22065544/7-Skill-4-Effective-Facilitation https://www.scribd.com/doc/16915436/08-Facilitation-Skills-Self-Assessment https://www.scribd.com/doc/7102259/How-to-Be-Good-Facilitator http://www.slideshare.net/frankcalberg/good-leadership
• 15. Question # 3 How will the moderator prepare the meeting?
• 16. Task A Prepare a short agenda and meeting materials
• 17. Formulate the agenda as questions. That will enable participants to better prepare. https://hbr.org/2015/03/how-to-design-an-agenda-for-an-effective-meeting
• 18. Put the biggest problems and the best opportunities at the start of the agenda. http://leadershipfreak.wordpress.com/2012/05/23/8-ways-to-create-great-meetings/ http://leadershipfreak.wordpress.com/2011/05/10/polite-meetings-waste-time/ https://hbr.org/2014/08/save-your-next-staff-meeting-from-itself/
• 19. Adapted from http://blogs.hbr.org/cs/2011/03/how_to_conduct_a_virtual_meeti.html To help people be fully engaged in the meeting, plan the meeting in 10-minute sessions.
• 20. Seek input from meeting participants to the agenda. Use, for example, https://drive.google.com/ https://hbr.org/2015/03/what-everyone-needs-to-know-about-running-productive-meetings https://hbr.org/2015/03/how-to-design-an-agenda-for-an-effective-meeting
• 21. In the meeting invitation, the meeting leader includes links to presentations / background materials. Adapted from Pittampalli, Al: Read this before our next meeting, location 294.
• 22. Further inspiration https://hbr.org/2014/04/how-a-weekly-meeting-took-up-300000-hours-a-year/ http://leadershipfreak.wordpress.com/2012/05/23/8-ways-to-create-great-meetings/ http://leadershipfreak.wordpress.com/2012/10/02/how-to-quickly-end-useless-meetings/ http://leadershipfreak.wordpress.com/2012/05/23/8-ways-to-create-great-meetings/
• 23. Task B Invite relevant meeting participants
• 24. Invite only the people who are necessary for resolving the decision that has been presented. Sources http://blogs.hbr.org/2013/12/the-seven-imperatives-to-keeping-meetings-on-track/ http://www.businessinsider.com/this-is-how-larry-page-changed-meetings-at-google-after-taking-over-last-spring-2012-1 http://newsroom.cisco.com/dlls/podcasts/ciscocast_morten_hansen_110909.html Pittampalli, Al: Read this before our next meeting, location 308.
• 25. Once you've got 7 people in a decision-making group, each additional member reduces decision effectiveness by 10%. http://web.hbr.org/email/archive/dailystat.php?date=092810 http://blogs.hbr.org/2014/06/yes-you-can-make-meetings-more-productive/
• 26. Invite expert contributors to come and present a point of view without attending the entire meeting. Pittampalli, Al: Read this before our next meeting, location 595. http://www.mckinsey.com/insights/strategy/taking_the_bias_out_of_meetings
• 27. Consider making all meetings open by default. Share meeting details on the website. Let anyone be able to participate on the call, in chat etc. http://www.mixhackathon.org/hackathon/contribution/all-meetings-default-open
• 28. http://www.strategy-business.com/article/00278?pg=all Make meeting attendance voluntary.
• 29. If you choose to attend a meeting, you must be 1) learning, or 2) contributing. The law of 2 feet http://www.inc.com/chuck-blakeman/great-companies-are-making-all-meetings-optional.html
• 30. Say no to a meeting you won’t add value to Hi Ben, After reviewing your meeting agenda, I have decided that although this decision affects my team, I have no strong opinion on the matter, nor do I feel uniquely qualified to participate. Pittampalli, Al: Read this before our next meeting, location 612.
• 31. Should I attend the meeting? https://hbr.org/2015/04/all-the-charts-tables-and-checklists-you-need-to-conduct-better-meetings
• 32. Task C Find meeting time
• 33. Sources http://www.doodle.com/ https://www.google.com/calendar/ http://www.timeanddate.com/worldclock/meeting.html https://hbr.org/2015/03/the-tools-you-need-to-make-every-meeting-more-productive
• 34. Keep the duration of the meeting as short and unconventional as possible. Example: 23 minutes. Adapted from Pittampalli, Al: Read this before our next meeting, location 294.
• 35. Task D Define Internet meeting place
• 36. Sources https://plus.google.com/hangouts http://www.skype.com/ http://www.liveminutes.com/
• 37. Task E Prepare physical meeting room before the start
• 38. Research shows that sit-down meetings were 34% longer than stand-up meetings, but they produced no better decisions than stand-up meetings. http://www.businessmanagementdaily.com/31505/in-praise-of-stand-up-meetings Idea to save time
• 39. Idea to keep focus on customers Jeff Bezos brought an empty chair into meetings to encourage meeting participants to think about the customer. http://bigthink.com/ideas/leadership-lessons-from-jeff-bezos
• 40. Chairs Possibility 1: Use no chairs. Possibility 2: Place chairs in a circle. Tables Possibility 1: Use no tables. Possibility 2: Use as small tables as possible. Ideas to increase interaction Sources Ravn, Ib: Facilitering, p. 51. http://sumpeople.ch/2013/12/year-end-reflection-where-is-your-team-where-are-you/
• 41. 1. Clean up the room. 2. Get fresh air into the room. 3. Use flowers to make the room look nice. Ideas to freshen up the room Adapted from Ravn, Ib: Facilitering, p. 52.
• 42. Question # 4 How will the moderator start the meeting?
• 43. Input A Welcome people to the meeting http://sethgodin.typepad.com/seths_blog/2011/01/making-meetings-more-expensive.html http://www.managementexchange.com/story/meetings-can-be-tools-turn-problems-innovation-–-when-participants-participate
• 44. A welcome can be as simple as saying “Hi Jane”. http://www.strategy-business.com/article/00278?pg=all
• 45. Input B Start the meeting on time http://fac-vid.squarespace.com/bedre-moeder/Ravn%20-%20Bedre%20mder%20gennem%20facilitering.pdf p. 4.
• 46. Input C Present the meeting agenda http://www.entrepreneur.com/management/operations/article207490.html
• 47. Input D Define values for the meeting
• 48. Ask each meeting participant to choose 1 value for how participants should work with each other during the meeting. The value, which is mentioned most frequently, is the key value of the meeting.
• 49. Conformity Tradition Clean Security Curiosity Daring Creativity Experimentation Variation Honesty Helpful Friendship Love Forgiving Family Discipline Freedom Equality Control Power Dominance Competition Individualism Ambition
• 50. Further inspiration http://www.slideshare.net/frankcalberg/values-43202941 http://www.slideshare.net/frankcalberg/questions-to-discover-your-values
• 51. Question # 5 How will the moderator moderate idea sharing
• 52. Further inspiration http://www.slideshare.net/frankcalberg/brainstorming-the-scamper-method http://issuu.com/frankcalberg/docs/brainstorming http://issuu.com/frankcalberg/docs/brainstormingdisney http://issuu.com/frankcalberg/docs/eliminatereduceraisecreate
• 53. Sources http://answergarden.ch/ https://www.atizo.com/starter/ http://popplet.com/ https://delicious.com/frankcalberg/brainstorming
• 54. https://hbr.org/2015/03/meetings-when-to-present-and-when-to-converse Take photos of what participants produced
• 55. Question # 6 How will the moderator moderate decision making?
• 56. Serve yourself, pay what you think is fair. Thank you very much in advance for your crowdfunding contribution. When you give a tip / pay / donate, you help to 1. keep content openly accessible for anyone. 2. keep content free of advertisements. 3. support ongoing development - including updates to existing content as well as creation of new content. http://www.frankcalberg.com/thankyou
• 57. Lenovo lets its staff stop any meeting that is wandering. http://www.inc.com/chuck-blakeman/great-companies-are-making-all-meetings-optional.html
• 58. Possibility A The moderator summarizes and concludes. Everyone silently agrees. http://fac-vid.squarespace.com/bedre-moeder/Ravn%20-%20Bedre%20mder%20gennem%20facilitering.pdf p. 9.
• 59. The facilitator will often summarise what he / she has heard in order to secure agreement before moving on to the next topic. “So what I am hearing is ....... Am I right in thinking that you agree?” http://www.associatedcontent.com/article/5637276/do_your_meetings_fail_to_deliver_try.html?cat=3 http://unlessiheardifferently.com/
• 60. Possibility B The moderator uses 6 thinking hats
• 61. http://www.slideshare.net/frankcalberg/six-thinking-hats-9989762
• 62. Possibility C The moderator makes a vote where the majority decides
• 63. How many of you vote for: Ideas Votes for Votes against Vote neither for or against Idea # 1 Idea # 2 Idea # 3
• 64. A majority vote allows every voice to be heard and is generally viewed as fair. https://hbr.org/2015/03/a-checklist-for-planning-your-next-big-meeting
• 65. Possibility D The moderator asks a manager to decide
• 66. George, I’d like to hear your opinion as manager: What do you think we should do? Please be concrete.
• 67. Leader’s choice is usually the fastest approach, so is most appropriate in a crisis. https://hbr.org/2015/03/a-checklist-for-planning-your-next-big-meeting
• 68. Question # 7 How will people choose what they want to do?
• 69. http://www.innovationmanagement.se/2011/05/09/how-to-make-your-ideas-actually-happen/ End each meeting with action steps.
• 70. What to do Period to do it Who will do it https://hbr.org/2014/08/save-your-next-staff-meeting-from-itself/
• 71. 2 important things for making effective decisions # 1: Ask who wants to do what. # 2: Ask when people want to do and finish tasks. Sources Peter Drucker: What makes an effective executive? HBRs 10 must reads on leadership. http://blogs.hbr.org/watkins/2013/06/making_virtual_teams_work_ten.html http://blogs.hbr.org/2013/12/the-seven-imperatives-to-keeping-meetings-on-track/ http://blogs.wsj.com/management/2009/03/24/the-facebook-generation-vs-the-fortune-500/ http://www.propernet.com/extranet/mcgill/CLASS%203/3.1%20-%20AgileProjectManagement.pdf
• 72. In the modern meeting, minutes are not required. All we need to know is the decision and the action plan. Pittampalli, Al: Read this before our next meeting, location 358.
• 73. The moderator ask people, who takes responsibility for doing a certain task, to  write down the task at the meeting in his/her own words.  say out loud when he/she will have finished the task. Ravn, Ib: Facilitering, p. 88-89.
• 74. Question # 8 How will the moderator finish the meeting?
• 75. Task A The moderator asks every meeting participant to shortly say what he/she has chosen to do http://www.entrepreneur.com/management/operations/article207490.html
• 76. Task B The moderator asks people to share what they found the most important actions steps Ravn, Ib: Facilitering, p. 90.
• 77. http://www.innovationmanagement.se/2011/05/09/how-to-make-your-ideas-actually-happen/ When you meet with clients or colleagues, end each meeting with a quick review of captured action steps. The exercise takes less than 30 seconds per person. Each person shares what he/she learned.
• 78. Task C The moderator ends the meeting on time http://fac-vid.squarespace.com/bedre-moeder/Ravn%20-%20Bedre%20mder%20gennem%20facilitering.pdf p. 10.
• 79. Further inspiration http://www.slideshare.net/frankcalberg/conflict-management-1537777 http://www.slideshare.net/frankcalberg/dialogue-vs-discussion http://www.slideshare.net/frankcalberg/17-ideas-to-make-change-happen-195185 http://www.slideshare.net/frankcalberg/listening-tips http://www.slideshare.net/frankcalberg/questions-that-challenge-the-way-you-think http://www.slideshare.net/frankcalberg/question-types http://www.slideshare.net/frankcalberg/speaking-tips-15818774
• 80. Thank you for your interest. For further inspiration and personalized services, feel welcome to visit http://frankcalberg.com/ Have a great day.