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Meeting Effectiveness

Meeting Effectiveness. Kymberly Venker, BBA Division of Nursing Duke Rohe, BSIE, FHIMSS Performance Improvement November 21, 2008. Meeting Effectiveness Monograph. New Meeting Structure. Direction Setting Leadership Professional Development Operations and Metrics Outcomes

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Meeting Effectiveness

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  1. Meeting Effectiveness Kymberly Venker, BBA Division of Nursing Duke Rohe, BSIE, FHIMSS Performance Improvement November 21, 2008

  2. Meeting Effectiveness Monograph

  3. New Meeting Structure Direction Setting Leadership Professional Development Operations and Metrics Outcomes Monitoring Meeting Effectiveness

  4. FinalProposal Components of the proposal • Guidelines • Agenda template • Minute template • Meeting Matrix (Baldrige winner Mercy Hospital

  5. Guidelines Key roles Ground rules or rules of engagement Guests Pre-work Types of meetings or agenda items Measuring the value of a meeting Agenda development

  6. Communication • Gadget and Technology Etiquette – Be Respectful • Cell Phones • PDAs (including Blackberries) • Email • Reply to all • When to use the phone • What the subject line can do • Emails are not novels

  7. Standardize Principle Customize what you can… but standardize what you must

  8. Why meet? To collectively do what could not be efficiently done any other way Decide Approve Bond Legitimize Inform??

  9. Who are the players Sponsor Supports, legitimizes the effort Lead or Chair Administrates actions Facilitator Optimizes group outcome Members Make it happen

  10. Roles and Responsibilities

  11. Member role

  12. What are you going to do Differently?

  13. Two ways to participate

  14. Group Activity

  15. Member – Processor of meeting content><><><><>< Take control of your schedule Come prepared/informed Funnel input in/Broadcast info out Be expressive (agree/disagreement/input) Do something DIFFERENTLY Seek Action: So What, What Next Extinguish side conversations Print your handouts Be authentic, expressive (agree disagree input)

  16. Team Lead/Chair Role

  17. Team Lead/Chair – Administrator of meeting content Pressure: achieve 80% value rating Grooming Agenda Content Developing/Distributing prework Ground Rules of Engagement Manage time over value Work w scribe/actions/minutes Pre pare, think, communicate, preview Address disruptions promptly

  18. Screen topics for application (goal 80%) Size & number of topics (sometimes less is more) Give allowance for xtra discussion Incl action item review & metric collection Informing/educating/low application at end Agenda Sizing

  19. Ground Rulescreate, adjust, enforce and share them • Meeting Rules –Interaction etiquette • Decide how to decide • Enforced by everyone • Use ‘Betters’ meeting metricto groom them

  20. Process for Successful Meetings

  21. Facilitator Role

  22. Facilitator – Optimizer of group process Prebrief plan, debrief outcome w Chair Ask permission: manage group process Distinguish: in/out of scope, in/between Surveillance: Chair, members, time, value Tips, traps, tools Actions, agreements, parking lots restated Conduct meeting metric

  23. Facilitator roleChair role Managing group process Enforcing mtg guidelines Keeping meeting focus Pre & Debriefing with chair Pushing for output Follow-up with chairman Minimize waste in process Process self learning • Grooming agenda content • Designing mtg guidelines • Monitoring time over value • Debriefing action items • Capturing output accurately • Follow-up on commitments • Minimize waste in design • Processing minutes • Developing Prework • Optimize communication

  24. Facilitation Tips • Ask permission to facilitate group process • Give members a copy of facilitation roles • Know meeting purpose, agenda, time (goal: get all items covered by end of meeting) • Inquire of any special instructions from Chair

  25. Facilitation Tips 5. Monitor time over value 6. Monitor Chair’s cues/faces 7. Monitor member’s participation/faces 8. Vague? Probe…Tell me more 9. Inquiry what is missing 10. Get members to distill the conversation into action

  26. Facilitator Traps

  27. Conversation Filters - Think Time over Value In scope or out of scope? Is it goal or action oriented? Is it local or global? Off-line if local

  28. Conversation Filters - Think Time over Value • Is it in scope or out of scope? • What does this conversation have to do with the goal or action needed? • Is it a local (pertinent to a few) or a global conversation. Off-line local conversations.

  29. Parking Lot

  30. Future Plans Meeting Monitoring Team Meeting Metrics

  31. Future Plans Meeting Effectiveness Monitoring Team

  32. Future Plans Meeting metrics

  33. Meetings are no longer an endurance contest Just Do It !

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