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How to Get the Most out of Meetings
Quick Tips on Leading and Participating in Small Business Meetings
By Gary Vaughan, PMPSenior SharePoint and Knowledge Management Advisor
My LinkedIn [email protected]
Washington, D.C.April 27, 2013
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First…Do you Need a Meeting?
• Alternatives to in-person small group* meetings:– Email exchange– Teleconference– Online webinars– Stand-ups, or…– Consult with stakeholders one-on-one (a la Columbo!)– Less preparation, less time…but less engagement!
• Benefits of sit-down meetings– Communication, accountability, energy…teamwork
*a “small group” defined as roughly 10-15 people
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Basic Meeting Tips
• Quick “Do’s”– Set meeting ground rules, assign tasks– State clear purpose, agenda (feedback!)– Be mindful of attendees’ “stakes” – Start and end on time (and “cue” last 10 min.)
Be Prepared!: advance agenda, consultations, handouts, room arrangements, and IT set-up
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More Basic Meeting Tips…
• Be a good facilitator: – Ask open vs. close-ended questions– Summarize discussion at times– “Herd the cats”
• Stay on topic, balance folks’ participation• Take minutes…or ask for a volunteer!
Sense a meeting’s mood…humor can help!
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Basic Meeting “Don’ts”
• Don’t…– Come unprepared– Oversteer or manipulate a meeting– Talk too much!– Comment “out of turn” vs. timing your inputs– Be neither “unprofessional”…nor “boring”
Don’t “just sit there” in a bad meeting! …but help as an an active leader or participant
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Types of Meetings
• Conferences, workshops, small meetings• Formal (official) vs. Informal (give-and-take)• Events– Dinners, receptions– Trade shows, exhibits– Square tables or “knowledge cafes”– Adapt type meeting to your purpose!
Good meetings are positive, informative, and action-oriented
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Choose Your Physical Venue
• Good scheduling and meeting duration• Appropriate location: a “full house” best• Power of standing…seated…at table head• Use of computer, handouts, flip charts
A virtual, online venue also important for records, discussion between meetings
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Know Your Audience…
• Target key stakeholders vs. just “fill a room”• But often turnout matters (a “full house” gives
importance, energy, credibility)!• Aim for good attendance mix (ages, gender,
expertise, bosses, staff…”like a good party”)
Best meetings are when everyone contributes
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Lead from the Chair…or the Floor!
• You can “lead” meeting regardless of role• Idea is to use everyone’s time economically• leader as a “credible, honest broker”• Most meetings are fluid…guide the flow!• Leadership may vary - depending…: more
passive (briefing) vs. decisive (tasks)Good leadership and followership are key!
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Getting off to a good start…
• If you chair, state purpose, expectations• Use intro’s as segways to meeting agenda• Chat for rapport…but not to distract• Agenda as a rough guide…but not “lockstep”• Share agendas (usually!) before vs. at meeting• A good start “builds energy” for positive
discussion and endin consensus, results
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Going with the Flow…
• Meeting less “run” than “moderated”• Use looks, gestures…interrupt to keep on track• Build on someone’s idea, integrate others’• Close with summary…or ask someone to.• Roles: present, question, integrate…”zoned”, bomb-throw!
• A good meeting is like a “play” with “actors”
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Measuring Meeting Success
• Some “common sense” indicators of success– High energy, active participation, good flow– If able chair, your points seized, expanded– People tend to stay behind, if a success– By contrast, a problem if folks dozing or leaving
If a problem, ask for help, “how is this meeting going”?
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Meeting Technology
• Outlook is your friend – agendas, notes• But archive info online (e.g. SharePoint)• Value of online task lists, schedules• For virtual meetings:– Webinars – video, threaded discussions (e.g.
Adobe Connect)– Online invitations, agendas (e.g. eVite)
Virtual and Physical Meetings Can be Complementary, not “either-or” options
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Meeting Resources
• How to Run a Meeting, Harvard Business Review, Anthony Jay (abstract)
• Teams vs. Communites of Practice, Richard McDermott
• My thanks for early ideas for this piece from my consulting colleague, Tom Leonhardt
Learn by meeting at work: notice people’s roles!Practice at an outside Toastmasters Club - public
speaking and meeting skills at a nominal cost