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Make your Team Meetings more Effective

Make your Team Meetings more Effective. Dr. Carol A. Beatty President Warp Speed Training Enterprises. Efficient & Effective Meetings. Meeting Latitude. What are the negotiables and non-negotiables in your team’s mandate?

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Make your Team Meetings more Effective

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  1. Make your Team Meetings more Effective Dr. Carol A. Beatty President Warp Speed Training Enterprises

  2. Efficient & Effective Meetings

  3. Meeting Latitude • What are the negotiables and non-negotiables in your team’s mandate? • What decisions can your team make without verifying with a higher authority? • What decisions are you not empowered to make? • Are you certain about these and have you checked them out?

  4. Clarify the roles and responsibilities of meeting participants

  5. Member Roles for Effective Meetings • Process Observer • Facilitator • Scribe • Timekeeper • Other?

  6. Facilitator • Schedules meeting, notifies members • Gathers information, prepares agenda and distributes it • Gets meeting started, clarifies purpose, guides discussion, introduces new members, guests • Encourages participation, listens, asks questions, paraphrases for clarity • Remains neutral, speaks after others have spoken, helps identify consensus • Summarizes ideas, suggests ways to proceed, guides decision making, closes on a positive note • Helps group decide on next meeting details & agenda

  7. Process Observer • Observes and reports on relationship issues of the group • Makes certain group adheres to ground rules • Surfaces counterproductive behaviors when they occur and holds the member(s) accountable for correcting the behavior • Points out when group participation is breaking down • Helps to keep the group on track • Assists facilitator with identifying members who wish to speak • Provides the team with feedback about the things it is doing well and the things that need improvement at close of meeting

  8. Scribe • Prepares minutes from previous meeting • Forwards minutes to next facilitator • Distributes minutes to members prior to next meeting • Records what is discussed and agreed upon for each item • Records action items and reports out at end of meeting • Helps facilitator by pointing out missing items, deadlines, persons responsible for action items, etc. • Stores minutes in agreed upon location

  9. Timekeeper • Assists in setting time limits for agenda items and breaks • Monitors time and alerts group throughout discussion • Signals 5-minute warning prior to end of each time limit • Points out time management problems to the group

  10. Reaching Consensus

  11. How many “h”s do you see? Half of the organizations that experienced significant changes held such high expectations that the leadership was disappointed in the results. Perhaps these expectations might explain the shortfall.

  12. How many “h”s do you see? Half of the organizations that experienced significant changes held suchhigh expectations that the leadership was disappointed in the results. Perhaps these expectations might explain the shortfall. 18

  13. Consensus One of the underlying bases of consensus is the belief that you can see an “h” that I can’t see. It places a value on supportas well as on agreement.

  14. Achieving Group Consensus • Why is consensus important? • How can you achieve consensus in your meeting? • What if you can’t achieve consensus?

  15. Rules for Consensus • Everyone must feel they’ve had a chance to be heard • Everyone must agree they can “live with” the decision • Everyone must agree they will not talk against the decision outside the group • Everyone uses an agreed-upon signal to indicate consensus

  16. Stand-Asides • Special considerations such as: • Not requiring the member to work on a given task • Recording the dissenting viewpoint • Setting a trial period • Doesn’t set a precedent

  17. Blocking Consensus • Must have fully participated in discussion prior to blocking • Must consider needs of the whole group separately from personal needs • Blocker must clearly explain reasons for the block to the group • Blocker must try to offer compromises

  18. Wrap-Up To improve your team meetings: • Make sure your team possesses the key skills of a high-performance team: • Team management practices • Problem solving skills • Conflict handling skills (See other presentation entitled “Build your team’s effectiveness) • Create helpful team meeting norms and follow them • Use the team roles and guidelines for consensus to make good decisions

  19. Write down your Key Insightsfrom this presentation

  20. www.warpspeedtraining.com Dr. Carol A. Beatty, BA, MA, MBA, PhD President, Warp Speed Training 20 King Pitt Road, Kingston, ON, K7L 4V1 DrCarol@warpspeedtraining.com (613) 531-0462

  21. Contact me for further help In using our engaging online training modules in change management For consulting and coaching to plan and implement your change projects In planning change using the “CHANGE WALL” planning tools that compress your planning time dramatically. Create a complete change plan in only TWO DAYS

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