Ted Epperly, MD, FAAFP Program Director and CEO,

1. The Art of Herding Cats:How to Run Effective Meetings that are Productive and that all EnjoyUniformed Services University of the Health SciencesOctober 11, 2011 Ted Epperly, MD, FAAFP Program Director and CEO, Family Medicine Residency of Idaho – Boise, Idaho Clinical Professor of Family and Community Medicine University of Washington School of Medicine Past President and Past Chairman of the Board American Academy of Family Physicians

2. Objectives List the five phases of a meeting. Recite what animal the leader of the meeting should not be. State five of eight items that are good rules of leadership during a meeting.

3. Herding Cats

4. Start with the End in Mind

5. Five Phases of a Meeting • Pre-Meeting • Starting the meeting • The meeting • Ending the meeting • Post-Meeting

6. Pre-Meeting Preparation, preparation, preparation! Communicate with key people Organized / Clear Agenda Action Items vs. Discussion Items vs. Information Items Anticipate Ticklish Issues Understand the Politics Review Strategic Plan / Work Plan

7. Starting the Meeting • Start on Time • Welcome! Introductions • Inspire! • Clarify the Ground Rules • Who Motions / Who Votes • The Queue • Discussion Time • Be in Charge • Set the Tone

8. The Meeting • Preview the Agenda • Clarify Informational vs. Action Items • Discussions and Motions • Conductor and Chef • Remember its about the team and not about you. • Process vs. Content

9. The Meeting, cont’d. • Keep it Moving • Watch Time • Extraction Process • Keep it Fun • Be Flexible • Ensure Voices are Heard • The Art of Breaks

10. The Meeting, cont’d. • Summarize / Clarify • Sensitivity to Issues • Neutral / Represent All • Delegation • Use of Committees /Sub-Committees

11. Ending the Meeting • Final Comments • Thank People Liberally • Summarize Actions • Inspire! • Next Meeting • End on Time

12. Post-Meeting Debrief with Key People Prioritize “To Do” List Ensure People are on Track to Get Things Done Help with Work Member – Member Contact / Accountability The “Longer it Sits the Longer it Sits”

13. Do it Again at the Next Meeting Consistency is Important

14. Reflect on what went well and what didn’t. What are the lessons learned?

15. “To grow is to change and to improve is to have changed often.”

16. “That that does not kill you makes you stronger.”

17. “All of us are smarter than any of us!”

18. The Leaderas seen by… The Other Team Members

19. The Leaderas seen by… Themselves

20. Then there are the “Higher Ups”…

21. The Dynamic Duo

22. Helpful Hints / Lessons Learned • Have Fun with This! • Opportunity – To Make Things Happen • Sensitivity to Your Group • Smile • Use Humor Liberally and Often • Can’t Be All Things to All People

23. Helpful Hints / Lessons Learned, cont’d. • Take the High Road • Integrity • What’s Right for the Academy / Commission / Your Group • Work as a Team / Synergy • Use Questions vs. Direct Confrontation • Not Everyone will Agree • Role Modeling / Teaching

24. What the leader of the meeting should NOT be!

25. What the leader of the meeting should NOT be!

26. What the leader of the meeting should NOT be!

27. What the leader of the meeting SHOULD be!

28. Rules of Leadership During a Meeting • Develop & Communicate Strong Beliefs • Be Optimistic • Be Courageous • Be Ethical • Prepare Relentlessly • Understand Teamwork • Be a Good Communicator • Have a Sense of Humor

29. Conclusion • Remember, it’s about the Team not You • Five Phases of a Meeting • Pre-Meeting • Starting the Meeting • The Meeting • Ending the Meeting • Post-Meeting • Prepare, Prepare, Prepare • Be in Charge / Set Rules / Be Flexible • Stay on Time • Keep it Moving • Have Fun • Thank People

30. Questions