How to Execute An Effective Meeting

1. How to Execute An Effective Meeting • COPAS 2019 Spring Conference • Memphis, TN • April 24, 2019 • Pamela Akpotaire • COPAS Revenue Committee Vice Chair

2. Learning Objectives After this presentation you will better understand and be able to discuss: • The 5 steps to preparing and conducting an effective meeting. • Determine if you need to conduct a formal meeting versus sending an email or making a phone call. • Understand the different types of meetings and the economic impact to companies of conducting meetings.

3. Preparation The five easy steps to running an effective meeting: • Preparation • Set an agenda • Work on Action Items • Record Next Steps • Follow-Up on Action Items

4. PreparationClarifying the Objectives In preparing for a meeting you need to decide what are the primary objectives of the meeting? The two main objectives of a meeting are to Inform or Decide: Example – Are there project updates that team members need to be informed? Example – Has new data come before us? Do we need to change course or make a decision?

5. PreparationClarifying the Objectives EMAIL… EMAIL… PHONE… PHONE… Before scheduling a meeting, ask yourself this one question: “Can this be done through a quick email or phone call?” If so, do it!  One rule of thumb is to look at your content to see if you’re looking for: • Feedback • Disseminating Information • Both

6. Preparation Location In order to execute your meeting, you’ll want to settle on a location. You should determine the format of the meeting: • Will this be a telephone/WebEx meeting (conference call)? • Will the team be meeting face-to-face? A face-to-face meeting would suffice in order to answer complex questions or carefully examine any sensitive data.

7. Preparation Location If the meeting topic is very cut and dry and traveling participants need to be updated on a team decision: • A phone or web conferencing would be better suited for the meeting. Web conferencing software is available on the internet: • GoToMeeting • Skype • Join.me • WebEx

8. Setting the Agenda An Agenda is a list of the key items to review in order to meet your objective. • Include start time, time allotted, end time • Time for major categories • Plan for Introductions, with a purpose/outcome statement • Note structure of key elements – presentation, overview, discussion, prioritization • Allowance for additions to agenda

9. Setting the Agenda The agenda should be sent out in a timely fashion, because…… Being the unprepared person in the room is not fun so spare everyone and send the agenda in advance.

10. Sharing the Agenda By doing this before hand: It will give team members ample time to familiarize themselves with discussion topics, as well as allowing themselves to jot down any questions they may have. A MUST TO CONSIDER: If your meeting can be done in 15 or 20, block off that time and don’t add extra.  With a smaller frame and specific agenda, people will more likely stay on task versus having those sidebar conversations. You should share the agenda with attendees in advance. If possible, try to include it in a meeting invite. Also consider: • Adding a reminder / alarm to the invite.

11. The MeetingAgendaAWorthy Investment Resource Impacts OF HAVING MEETINGS! Meetings are: • One of the most expensive forms of workplace communication • Multiply number of attendees x hourly rate x (length of meeting, travel time and prep time and other expenses) • Balance against outcome(s) and alternatives • Carefully consider length, attendees and frequency

12. MeetingAgenda A Participant Agenda: Is clear and streamline with as little information as possible. A Process Agenda: Has detailed / descriptive information that meeting leaders need to ensure that the meeting runs smoothly.

13. Setting the Agenda Participant Agenda

14. Setting the Agenda Process Agenda

15. Working the Action Items Notetaking – Assigning a note taker helps with sticking to the agenda and capture action items as you progress through your meeting. • Notes will serve as a written record of your discussion, decisions, and next steps. • Another benefit is, it serves as a helpful guide for people who were unable to attend the meeting, but still need to be up-to-date on what was discussed. Otherwise known as the “Minutes of Meeting”.

16. Working the Action Items Action Items – A discrete task that must be accomplished, usually by a single individual or a small team/ group. • It is best to track and assign follow-up and action items as they arise, instead of waiting till the end. • This will make expectations clear for teammates as well keep them accountable for the task that needs to get done. • Don’t forget to include due dates/ time frames for action items as well, therefore people will stay on track in a timely manner.

17. Recording Next Steps & Tasks An oversight that teams as well as managers make when conducting a meeting is not capturing the next steps / action plan. Once you’ve made the decision at a meeting, such as to change course or to complete a project, that decision needs to be noted / tracked then followed up. Otherwise, words will float around the office until the next meeting, as someone eventually says, “Whatever happened to that XYZ decision?”

18. Recording Next Steps & Tasks • Never end a meeting without delegating the “what’s next.” • All attendees should know what they are responsible for and what might be coming down the pipeline.  • If there is nothing to wrap up you’ll wind up asking yourself why you had the meeting in the first place. 

19. Recording Tasks & Next Steps

20. Do’s and Don’ts of Effective Meetings • Do’s • Right people in the room • Thoughtfully schedule, consider invitees everyone necessary, but stop there • Send reminders • Start/end on time • Follow the agenda • Manage the discussion • Shorter is better • Summarize key decisions and next steps • Confirm action items • Don’ts • Flounder • Digress • Go on a tangent

21. Follow-Up If anyone has any questions regarding anything, they can be answered by following up on the notes of the meeting. Easy follow-up methods: • Sending a quick email to remind attendees of what they’ve agreed to. • Reminders about due dates for those who have accepted specific tasks • Changes to procedures or documentation that need to be made • Feedback on how to improve meetings going forward

22. Recap • Meetings matter. Necessary and cost-effective if done well. • Pre-planning is an investment. • Conducting a meeting includes discussion, agenda, timing and outcomes. • Minutes and action items with time/person accountability and scheduling next steps protect the investment. • Know what can make a meeting ineffective and avoid. • Follow-up is good stewardship of the investment

23. ConclusionsKey Points Running an effective meeting is more than sending out a notice that your team is to meet at a particular time and place. • Effective meetings need structure, order and ground rules. • Without these elements they can go on forever and not accomplish a thing. With a solid objective in mind, a tight agenda, and a commitment to involving the meeting participants in the planning, preparation, and execution of the meeting, you are well on your way to chairing great meetings. Given the frustration most people feel when their time is wasted, gaining a reputation for running efficient and successful meetings is good for you and your career.

24. References & Resources:Google Search • Running Effective Meetings: Lynn Valenter, Vice Chancellor of Finance & Operations, Washington State University, Vancouver • Harvard Business Review: How To Run a Meeting • Simple Strategies to Hold Effective Meetings: Alissa Carpenter, notokthatsokcoach.com • The New York Times, Business Section: Adam Bryant @nycorneroffice • Project Management Hacks: 7 Tips to more productive meetings • Mind Tools: Learn how to organize and run effective and successful meetings. Includes a free agenda worksheet. https://www.mindtools.com › Communication Skills › Meetings

25. Comments & QuestionsThank YouThe End