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Efficient Meetings. Cassandra Groen BSCE ‘09 MSCE ‘11 Research Engineer II Industrial Engineering South Dakota School of Mines and Technology Thursday, Sept. 8 th 2011. Team Culture and Behavior. Team Behavior Effective Leadership Create a clear and challenging goal(s)
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Efficient Meetings Cassandra Groen BSCE ‘09 MSCE ‘11 Research Engineer II Industrial Engineering South Dakota School of Mines and Technology Thursday, Sept. 8th2011
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
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
Assigning Key Roles • Member Roles • Primary Facilitator • Scribe • Timekeeper • Secondary Facilitator(s) • Rotate Member Roles!
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
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
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
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
Provide Supporting Information GIVE YOUR ATTENDEES ENOUGH TIME TO REVIEW INFORMATION!!!
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
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
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
Meeting Structure: After the Meeting • Archive meeting documents • Send out meeting minutes • Check on any action plans determined during the meeting
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