Efficient Meetings

1. Efficient Meetings Cassandra Groen BSCE ‘09 MSCE ‘11 Research Engineer II Industrial Engineering South Dakota School of Mines and Technology Thursday, Sept. 8th2011

2. Team Culture and Behavior • Team Behavior • Effective Leadership • Create a clear and challenging goal(s) • Commit to team goal(s) • Set a high standard for performance • Team Culture • Create a positive culture • Positive Atmosphere • Participation • Encouragement • Honesty • Constructive Criticism • Respect

3. Meeting Structure: Before the Meeting • Determine the following: • What is the purpose of scheduling a meeting; why are we having a meeting? • Who will attend the meeting and why? • Where and when will the meeting occur? • What are the major goals to result from the meeting? • Which individuals are vital to the meeting? • Who will be the timekeeper? • Who will facilitate the meeting? • Who will take notes and record meeting minutes? • Prepare Necessary Documents • Create an agenda • Any documents or supporting information that you would like your attendees to review and provide feedback

4. Assigning Key Roles • Member Roles • Primary Facilitator • Scribe • Timekeeper • Secondary Facilitator(s) • Rotate Member Roles!

5. Description of Roles: Primary Facilitator • Prior to meeting: • Purpose of meeting • Agenda for meeting • State desired outcomes for meeting • Assign roles for Scribe & Timekeeper • During the meeting: • Responsible for beginning • Drawing information from all members • Processing information • Aid in drawing conclusions & developing actions • Keeping the meeting on track • Contributing to the meeting

6. Description of Roles: Scribe • During the meeting: • Records proceedings of the meeting • Provides feedback on what is recorded • Checks for consensus • Act as a secondary facilitator • After the meeting: • Sends notes of the meeting • Minimal Notes: • Date, time, location and attendees • Actions completed, discussion points and decisions • Task assignments and target dates

7. Description of Roles: Time Keeper and Secondary Facilitator • Time Keeper • During the meeting: • Keeps meeting on schedule • Assist in keeping meeting on track • Act as a secondary facilitator • Secondary Facilitator(s) • Prior to the meeting: • Perform assigned tasks • During the meeting: • Actively contribute to the meeting • Volunteer to take on assignments

8. Creating an Agenda • Send out an agenda a few days or a week in advance • State location, time, and date of the meeting clearly • State why the meeting is necessary • Define the objectives of the meeting • List individuals who will be holding key roles to make the meeting happen • Define required attendees • List topics covered during the meeting and who will present them • List any materials you would like attendees to bring • Example Agenda

9. Provide Supporting Information GIVE YOUR ATTENDEES ENOUGH TIME TO REVIEW INFORMATION!!!

10. Informing Participants • Inform attendees of the meeting • Be sure to include the agenda and supporting information • Clearly state when and where the meeting will occur • Be sure to inform individuals invited to the meeting why they were asked to attend the meeting • Example Email • Invitation to a meeting

12. Meeting Structure: During the Meeting • Start on time • Be sure to encourage participation • Keep meeting moving forward • Keep accurate record of the meeting • Seems minor, but VERY IMPORTANT • Create a template to ensure continuity between recorders • Engineering Notebook • Meet previously stated objectives • Make decisions • End meeting with a motivational note or challenge • End on time

13. The Engineering Notebook • Blow-by-Blow Documentation • Corner of page • Date & time • Location • Personnel present • Title of task • Experimental conditions, equipment ID numbers • Blow-by-blow record of process • Sketches of experimental setup / design • Summarize major decisions / results • Single line ends an activity, Double line ends day

14. Meeting Structure: After the Meeting • Archive meeting documents • Send out meeting minutes • Check on any action plans determined during the meeting

15. References • "What to Do before A Meeting." OQI/ORHD Academic Leadership Support. The University of Wisconsin Madison, 2007. Web. 2 Sept. 2011. <https://www.ohrd.wisc.edu/AcademicLeadershipSupport/LeadMeetings/ResponsibilitiesoftheChair/Whattodobeforeameeting/tabid/111/Default.aspx>. • “IENG 471 – Teaming and Effective Meetings” by Dr. Dean Jensen • “Project Meetings and Management” by Dr. Dean Jensen • “IENG 464/465 Senior Design – Engineering Notebook Maintenance” by Dr. Dean Jensen

16. Questions