Effective Meeting Practices Methodology No. M9 August, 2000

1. Effective Meeting Practices Methodology No. M9 August, 2000

2. Objectives: • To teach teams to conduct a meeting leveraging a proven set of behavioral guidelines. • To set consistent guidelines for how integration teams should manage their meetings with respect for the individual. • To introduce a format for meetings that offers team members an alternative to older “legacy” practices. • To create a meeting environment where content, concepts, ideas and actions are captured, organized and managed to reveal opportunities for innovative solutions.

3. Follow-up Plan Meeting Review Do Effective Meeting Practices Why Do Teams Need Effective Meeting Practices During Integration Implementation? Effective Meeting Practices…Enable individuals to perform as a team. Effective Teams… Ensures that the cooperative force of the team is greater than the sum of the individual contributions.

4. Meeting Excellence: You Are Recognized By How You Handle A Meeting Discipline demonstrates management and leadership qualities. Respect time as a non-renewable resource. Solving problems recognized as an opportunity to innovate. Resolving complex issues is co-managing content, concepts, people and objectives. Respecting team empowerment demonstrates executive role-model behaviors and presence. • Time Management • Executive Presence • Managerial/ Leadership Skills • Problem Solving Abilities

5. Follow-up Plan Meeting Review Do Dr. Demming’s “Shewhart Cycle” A stylized interpretation of Dr. Demming’s rough sketches during his first meeting with the Japanese Union of Scientists and Engineers in 1950. He called this the “Shewhart Cycle” “The action steps we use every day to manage our lives ...and our work” Dr. Demming

6. A Personal Checklist: Am I Ready For This... Contributing as a Hi-Value Team Member What value can I bring ? What am I expected to contribute ? Why am I important to this meeting ? What and how do I need to prepare ? What will a successful meeting look like ? What are my personal objectives…will they handicap me ?

7. Meeting Roles: The Facilitator Facilitator guides the process Makes it "safe" for everyone to participate Harnesses group energy Records group ideas and decisions Acts as timekeeper Brings team back on-track Facilitators role can be assigned, rotated, or a “guest”

8. Planning an Effective Meeting Be Prepared: Planning the Meeting Objectives and Agenda Determined Content and Process Planned Players Determine Roles/ Responsibilities Defined Key Contributors Pre-positioned Logistics Arranged Plan Meeting

9. Why Plan a Meeting Planning the Meeting To train or instruct To share real work To clarify information To assign work and responsibility To create, build or develop ideas To make decisions Plan Meeting

10. Why Plan a Meeting Determine the Objectives To resolve issues To counsel and advise To enlist and inspire support To communicate, involve, share To gain consensus of understanding To socialize, celebrate and share some fun Plan Meeting

11. Why NOT to Plan a Meeting Avoid “Hidden Agendas” To avoid or delay real work To franchise misery or failure To syndicate risk and responsibility To solicit single-source information To win friends and patronize respect To find a headache for an aspire Plan Meeting

12. Plan Meeting Why NOT to Plan a Meeting Avoid “Personal Agendas” To imprint authority To party with the in-crowd To indict or exercise power To avoid writing something To appear to be moving forward

13. Plan Meeting Planning: Controlling the Meeting More Prep Means Less Sweat The Room: Double Check the facilities Agenda: KISS: single objective Participants: Informed and up-to-speed Follow-up: Review earlier assignments 5 minute flash reports Materials: Before or after ? Props: A picture is worth… respect your audience

14. Plan Meeting Planning: The Agenda: Blueprint the meeting with an agenda Sets clear expectations Establishes order and structure Helps organize and prepare Sets goals and targets for outcomes Requires homework Follows up on work assignments Provides performance measures to track success

15. Plan Meeting Agenda Guidelines Are Simple Create a to-do checklist Who: Select participants and guests What: Determine meeting and individual expectations When: Set date, time, and duration Where: Pick appropriate location Why: Set purpose and objectives How: Practice “Effective Meeting Behaviors”

16. Plan Meeting Agenda Guidelines Are Simple Establish consistent meeting protocols: 5 min follow-ups Background topic discussion State the purpose and objectives Craft the agenda Set time commitment for each agenda item Prepare hand-outs

17. Plan Meeting Agenda Guidelines Are Simple Gain consensus while working issues: Identify opportunities for “Problem Solve/ Team Building exercises Capture benefits and concerns for meeting content and context Select new issues to be worked Prioritize next steps Assign next steps (work)

18. Doing an Effective Meeting Use “High Performing” meeting tools: Manage to the agenda Follow-ups on all assignments Encourage balanced contribution Ensure equal air-time Agree on next steps Assign using “ARCI” Set schedule and timetables Capture benefits and concerns Follow-up Plan Meeting Review Do

19. Doing: Team Memory Record the meeting on flip charts: High-touch point-of-attention Real-time meeting minutes Saves time, eliminates note-taking Prevents repetition and rework Respects individuals… depersonalizes ideas Builds recognition of work accomplished Plan Meeting Do

20. Flipcharts • Provides visual record • Helps group focus • Encourages participation • Depersonalizes ideas • Increases sense of accomplishment Plan Meeting Do The Group Memory: Flip Chart Recordings

21. Plan Meeting Do Good Meeting Behaviors: Role model good meeting behaviors: Start on time Set expectations Agree on the agenda Keep the time contract Facilitate: don’t vacillate Communicate meeting minutes within 24 hours

22. Plan Meeting Do Good Meeting Behaviors: Participation, structure, and focus: Adhere to agenda Follow the process Use headlines Paraphrase Listen aggressively Free/open participation All ideas are good ideas

23. Plan Meeting Do Good Meeting Behaviors: Participation, structure, and focus: Win / Win attitudes Only positive commentary No “smart bombs” Voice concerns as “How to” (H2) and “I Wish I Knew” (IWIK) inquires Observations not value statements Recognize out-listening Build on ideas

24. Plan Meeting Do Good Meeting Behaviors:A closer Look Caveats: How best to avoid criticism How best to avoid side trips How best to avoid “working” emerging issues How best to welcome spontaneous creativity How best to generate quantity before prioritizing for quality How best to avoid grandstanding and rambling

25. Plan Meeting Do Good Meeting Behaviors:A closer Look More Caveats: How best to conduct only one meeting How best to build on other’s ideas How best to capture benefits before the concerns How best to learn as we go How best to self-police nonverbal messages

26. Plan Meeting Do Good Meeting Behaviors:A very closer Look More Caveats: How best to distinguish intent from effect How best to avoid assumptions and hearsay How best to offer constructive feedback How best to differentiate what you feel... from what you think How best to have fun

27. Plan Meeting Do Meetings That Work to Win You and your team win when: Maximum time is invested in the right issues Decisions happen fairly and quickly Deadlocks are managed successfully All participants participate Active listening assures active involvement Alternatives are explored

28. Check and Follow-Up Ensuring things get done: 5 minute “Flash Report” debriefs Address concerns from earlier meeting(s) Discuss concerns that should be brought forward Follow-up on work assignments Follow-up on work schedule integrity Capture lessons learned Plan Meeting Review Do

29. Effective Meetings: A closer look Document and track progress: Publish and record the minutes Recognize and reward accomplishments Apply follow-up and next steps into following meeting agendas Incorporate contextual benefits and concerns into next meeting’s logistics Incorporate content benefits and concerns into next meeting’s agenda Plan Meeting Do

30. Follow-up Plan Meeting Review Do Meetings That Work to Win Getting things done: Assign work Determine objectives and deliverables Assign roles and responsibilities (ARCI) Set schedules and timelines Apply work management tools and methodologies

31. Follow-up Plan Meeting Review Do Meetings That Work to Win You and your team win when: Everyone’s emotional, political and practical concerns are respected Everyone feels their contribution is valued Everyone believes they helped build the solution Everyone can track the completion of their assignments Effective meeting behaviors become behaviors-of-choice

32. Follow-up Plan Meeting Review Do Meetings That Work to Win You and your team win when: Defensiveness becomes cooperation Single mindedness becomes cooperation Team and individual expectations are satisfied All assignments are completed in compliance...and on time Team wins…individuals win!

33. Follow-up Plan Meeting Review Do Effective Meeting Summary Plan: Establish the need Set a clear agenda ID & overcome barriers Arrange logistics Do: Follow the agenda Record group thinking Practice good meeting behaviors Check: Evaluate effectiveness Follow-up on assignments Follow-up benefits and concerns Socialize the minutes Act: Apply proven work management tools and methodologies