Conducting a Professional and Effective Meeting Britni Saunders

1. Conducting a Professional and Effective Meeting Britni Saunders LPA Training Program Director, INDOT Event Date

2. Purpose and Objective • Purpose • To train and share information to be used to improve utility coordination during project delivery • Objective • By the end of this section, you should understand: • What causes meetings to be ineffective • 7 Tips for Better Meetings • How to apply those tips toward improving utility coordination on projects

3. “Sudden Twists, Surprise Endings” https://www.youtube.com/watch?v=pLZNKYcD59A

4. The Bad News Starting a 6-person meeting 15 minutes late = 90 minutes of work time wasted Most professionals who meet on a regular basis admit to…

5. The Good News

6. 7 Tips for Better Meetings 1 Define purpose. Reasons to have a meeting: Reasons NOT to have a meeting: To make a decision. It’s not necessary. To solve a problem. Cost outweighs benefits. To celebrate achievement. Key people are unavailable. To share critical information or training. Not enough time to prepare or timing isn’t right.

7. 7 Tips for Better Meetings 2 Begin with the end in mind! Define objective. What should be done differently after the meeting? “By the end of the meeting, I want the group to…” • Define your objectives to better plan your agenda. The more concrete your objectives are, the more focused your agenda will be. • This provides a way to measure the success of the meeting and allows you to continuously improve your meeting process.

8. 7 Tips for Better Meetings 3 Create an agenda. (Based on purpose and objectives) Communicates important information such as: • Ask attendees if there is anything they would like to see added. Give a due date for responses. • Define any pre-work necessary. • Allow yourself extra flex time. Topics for discussion Time allotted for each topic Presenter/discussion leader for each topic Who is invited, where and when the meeting will be Assign the scribe

9. 7 Tips for Better Meetings 4 Be on-time & prepared to begin. • Arrive a few minutes early. • Late arrivers should phone ahead. • Leader should start on time and not wait for late arrivers. • Have enough materials for each attendee & a few extras. • Participants should come prepared based on the advanced agenda. • Ensure the scribe is prepared to take minutes & key action items. • Circulate a sign-in sheet. • Facilitate introductions- don’t assume everyone knows each other.

10. 7 Tips for Better Meetings 5 Facilitate professionalism & effective dialogue. Professionalism: Image & Conduct Image: Dress appropriately & professionally, no matter your role. Conduct: Act appropriately & professionally to get the most of everyone’s time. • ALWAYS: • Give your attention to the speaker and avoid side conversations • Pay attention to body language • Acknowledge points and express appreciation for constructive input • Raise your hand to ask a question • Encourage problem-solving dialogue • NEVER: • Bring unannounced guests. • Be redundant to take credit • Escalate your voice to talk over someone • Interrupt someone while they are speaking • Create an environment where others are afraid to ask questions Everyone’s busy. Turn your phone off.

11. 7 Tips for Better Meetings 6 Be a great leader. Be vulnerable Eliminate intimidation & fear Thank participants for good ideas and offering contrasting opinions professionally Watch out for meeting dominators Seek the truth Draw out the opinions of everyone Win through others; think like a coach

12. 7 Tips for Better Meetings 7 Set everyone up for success after the meeting. • ACTION ITEMS: • Assigning action items before the meeting is adjourned helps to… • Assure completion • Set dates for follow-up • Everyone complete tasks assigned to them as expeditiously as possible • MEETING NOTES: • Recording and distributing notes within 72 hours after the meeting helps to… • Use for future reference • Prepare for upcoming meetings • Capture responsibilities, outcomes, problem solving ideas, etc.

13. Application to Utility Coordination • Value input • Involve utilities EARLY • Listen closely to problems to understand a solution • Consider all solutions offered • First approach should be to avoid utilities when feasible • Weigh the costs and benefits of each Take good notes/minutes - Valuable reference later on for solutions and agreements reached

14. Application to Utility Coordination

15. By the Numbers What makes a successful meeting? How to get the most out of your meeting 1 Want to keep people’s attention during meetings? HAVE SHORTER MEETINGS! I’m leaned forward, all ears. What are you wearing? I’m playingWords with Friends. Please save me. 91% 30 minutes or less 84% 73% 64% 0-15 min 15-30 min 30-45 min 45+ min Attention Levels ---------------------------- Get to the point already After 30 minutes participation drops off

16. By the Numbers MEETING ENGAGEMENT as a function of who’s talking When the PRESENTER does most of the talking Attendees have a hard time getting a word in THE BEST MEETINGS OCCUR WHEN THE ORGANIZER: 92% • SPEAKS 35% of the time GUESTS do most of the talking GUESTS do most of the talking LISTENS 65% of the time Attendees participate in the conversation

17. By the Numbers 2 Meeting Follow-Up Keep your decks short if you want people to read them! A deck is any slideshow, proposal, contract or follow-up material Assuming it takes 15 minutes to create one slide IT CAN TAKE UP TO 5 HOURS TO CREATE A DECK THIS SIZE SHORT DECK FOR EVERY 100 SENT ABOUT 40 ARE READ FULLY 1 to 20 pages IT CAN TAKE UP TO 10 HOURS TO CREATE A DECK THIS SIZE MEDIUM DECK FOR EVERY 100 SENT ABOUT 25 ARE READ FULLY 20 to 40 pages IT TAKES WAY TOO LONG TO CREATE A DECK THIS SIZE LONG DECK FOR EVERY 100 SENT ABOUT 14 ARE READ FULLY more than 40 pages

18. By the Numbers When to Follow-Up Not all decks will be viewed, but of those that are… 13% 33% 62% 69% Are opened within the FIRST 5 MINUTES Are opened within the FIRST HOUR Are opened within the FIRST DAY Are opened within the FIRST 2 DAYS Average amount of time spent reading each page of a deck 52 SECONDS IF THE DECK IS 1-10 PAGES 35 SECONDS IF THE DECK IS 41-50 PAGES 10 SECONDS IF THE DECK IS 100+ PAGES Is your deck being forwarded? RECIPIENTS FORWARD DECKS ABOUT 10% OF THE TIME.