on track! running an effective meeting is more than the agenda
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ON TRACK! Running an effective meeting is more than the agenda
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Hello! I’m Viqui Dill
I’m in STC • Washington, DC – Baltimore chapter• Instructional Design and Learning SIG• Nominations Committee 2015-2017• Community Affairs Committee
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Hello! I’m Viqui Dill
I work for American Woodmark Corporation• Technical Communications Leader• Winchester, VA • Cabinets
• Kitchens• Baths
• 9 Manufacturing plants • 14 Builder service centers • 4 Corporate offices• Sales reps
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Let’s start with an icebreaker
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
What is this? Paleolithic cave painting in Lascaux, southwestern FranceWhen was this? 20,000 years ago
http://www.bradshawfoundation.com/lascaux/
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
Who is this? Johannes Gutenberg, inventor of movable typeWhen was this? Around 1439
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
What is this? Pony ExpressWhen was this? 1860–1861
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
Who is this? Alexander Graham Bell, inventor of the telephoneWhen was this? 1876
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
Who is this? Guglielmo Marconi, inventor of radioWhen was this? 1896
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
Who is this? Hedy Lamarr, inventor of Frequency-hopping spread-spectrum technology When was this? 1942https://en.wikipedia.org/wiki/Frequency-hopping_spread_spectrum
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Icebreaker
Who is this? Al Gore, sponsor of the High-Performance Computing and Communications Act When was this? 1991http://internethalloffame.org/inductees/al-gore
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
What do all of these things have in common?
They were all innovations in communication
They are all obsolete today
Icebreaker
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Do some housekeeping before business starts
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Agenda preview
• Meetings• About icebreakers• Review agenda up front• About collecting expectations• Meeting basics• What is the parking lot?• Where did these ideas come from?• Did we meet your expectations?• Feedback
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Collect expectations for today
• Why are you here?• What do you hope to learn?• What is your biggest I-hate-meetings pet peeve?
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
skip ahead to Feedback >>>
Finally, we can start the meeting
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
MeetingsEvery project has them• Requirements• Status• ReviewGenerate no deliverables Take time and space • Schedule• Plan• Attend• Follow up
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Standard Meeting Format
• Icebreaker• Review agenda• Set expectations• Content• Review Expectations• Feedback
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
About icebreakersPurpose - BREAK THE ICE!Get everyone at ease & participatingIntroductions Make it fun - a riddle, a joke, a puzzle, etc.1 to 5 minutes in length for most meetings
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Review Agenda up front
Helps to gain consensus on the meeting:• Purpose• Focus• Flow
Agenda topics can be clarified/added/deletedAgenda is an outline of what you want to accomplishSend electronically ahead of time
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
About collecting expectationsClarifies & defines what the participants want to accomplish• Include names or initials Defines meeting flow & focusPoints the way to a SUCCESSFUL meetingWeeds out derailment
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Content
This is the BODY of the meetingOutlined in your agendaWhat you want to discuss, decide, present, etc.
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Reviewing expectations and collecting feedbackGives performance feedback to you as the facilitator• How could the meeting have been better?• + and - feedback (but be constructive)Review the expectations item by item by name End on a congratulatory noteForum for complaintsMakes the next meeting better
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Next Step
The next logical step for you to take:• another meeting• work on actions
There may be no next step - you may be done
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Meeting Basics
Get ready BEFORE the meeting:• Issue AGENDA in advance to all participants• Get meeting room ready: flipcharts, markers,
etc.Keep a visual record of the meeting:•flipcharts•notes
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Meeting Basics (cont.)
Standard Meeting Ground rules:• Arrive on time / Start on time / End on time• Be respectful / Be open & honest• One person speaks at a time
Record ACTIONS to be taken:• Who / What / Due Date• Consider recording the meeting
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Meeting Basics (cont.)
Keep track of ISSUES raised during the meeting• Issues page or parking lot
Conduct outside of meeting• Maintain established confidences, don’t
discuss!• Represent the Team!
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
What is a parking lot? List of items teammates want to discuss that are• Not on the agenda• New and need study• Potentially going to make the meeting run late• Going to derail the original purpose of the meeting Write the list down so everyone can see the list • Communicates respect for the teammate bringing up
the item
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Follow-up
Prepare meeting minutes immediatelySend to all participants
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Desired Result
A successful meeting:• starts and ends on time - or earlier• achieves the expectations set by participants• provides for mutual support and respect
among participants• results in the necessary decisions• concludes with a common understanding of
meeting results and assignments• increases the trust among participants
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Where did these ideas come from?
My company, American Woodmark Corporation• Formal meeting management structure• Training every 3 years • Written up in “Compass” by Bill Brandt
https://www.amazon.com/Compass-Creating-Exceptional-Organizations-Leaders/dp/0988320509
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Do some housekeeping before the meeting ends
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Did we meet your expectations?
<<< go back to expectations slide
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Feedback about this presentation
#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
Connect with me Bio http://wdcb.stcwdc.org/about-us/chapter-bios/dill-bio/
Blog https://viquidill.wordpress.com/
Email social_media@stcwdc.org
@viqui_dill https://twitter.com/viqui_dill
Linked In http://www.linkedin.com/pub/viqui-dill
Facebook https://www.facebook.com/viqui.dill
36#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023
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