Download - SG Meeting Management Portion trc
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Meeting Management
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Plan the Meeting Ensure Appropriate Participation at the Meeting
Determine who needs to be present for the meeting to be successful
Distribute and Review Pre-work Prior to the Meeting Don’t make the meeting a group read-in. Ask for review of minutes or necessary documents
prior to the meeting day. Develop an Agenda
Send notice of date/time/location of the meeting Ask staff to submit agenda item ideas prior to meeting
date Try to keep the outline of the agenda consistent for
each meeting
Effective meetings that produce results, begin with meeting planning.
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Plan the Meeting
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Sample Agenda Sample items for agendas: Ground Rules Review Goals for Meeting Standing Items
Unit Priorities Patient feedback Staff feedback Resources needed
Old Items Review of deadlines and responsibilities Review of meeting
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Sample Agenda
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Ground Rules- Sample1) Come to the meeting with a positive attitude. 2) Treat members with respect both, during the meeting and outside of the meeting. 3) Be prompt in arriving to the meeting. 4) Turn cell phones off or to vibrate. 5) If you must take urgent calls on the cell phone, take your conversation outside. 6) Present yourself in a positive manner. 7) Talk one at a time8) Limit side conversations. 9) Be patient when listening to others speak and do not interrupt them. 10) Members need to stay on the topic being discussed. 11) When a topic or agenda item has been discussed fully, do not bring the same subject
back up. 12) Don't discuss personal issues during the meeting, except when it is about the subject
being discussed by the council. 13) Don't make threats or rude comments to members. 14) Address any concerns about the discussion or the meeting with the Co-Chair. 15) Be respectful of other people's ideas or situations when they talk. Try not to judge
them or point fingers.
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Facilitating a MeetingWork to engage the team throughout the process
Assign clear roles for the meeting
Team leader Facilitator Scribe (rotate responsibility) Time Keeper Etc.
Facilitation in the context of communities of practice is to help smoothly manage the flow and discussions of a meeting or event
GOAL: maximize member’s time and energy by keeping the event and discussions on track.
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Facilitation Tools… Graphic options
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Good facilitators value people and their ideas
Good facilitators think quickly and logically
Good facilitators are excellent communicators
Good facilitators are both product and process oriented
(CDC, 2014)
What makes a good facilitator?
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Responsibilities of the Facilitator Prepare in Advance.
Plan and Distribute the Agenda.
State your objectives at the beginning of the event.
Establish Community Expectations.
Guide the group in presenting and sharing information.
Provide closure and reiterate action items.
What happens if a meeting gets off track? As a facilitator what can I do?
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Stimulating productive inquiry
Examples: lulls in an on-going conversation or a stand-still in a single event
Use probing questions
Invite the experts to speak up
Call on individuals in the group
Write down (brainstorm ideas) Read them aloud or, Post where visible Use tool(s) that are appropriate
Invite debate (CDC, 2014)
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Staying on-task and on-time
Examples: groups of passionate and knowledgeable people that get off topic or side tracked
Remind the group of the “keep focused” expectation
Don’t be afraid to directly re-focus the group on a particular agenda item
Try to close the item or set it aside in a “parking lot” for consideration later
Take a break
Let the group decide
(CDC, 2014)
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Dealing With Unproductive Behavior
Examples: personal agendas, sidebar conversations, taking phone calls etc.
Use gentle and appropriate humor for redirection
Restate the ground rules directly
Direct your questions to the individual for clarification
Seek help from the group
Address the issue at a break or offline
Dismiss participant(s) from group(CDC, 2014)
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Summary
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Feedback/Comments/Questions?