The Art of Herding Cats:How to Run Effective Meetings that are Productive and
that all EnjoyUniformed Services University of the Health Sciences
October 11, 2011
Ted Epperly, MD, FAAFPProgram Director and CEO,
Family Medicine Residency of Idaho – Boise, Idaho
Clinical Professor of Family and Community MedicineUniversity of Washington School of Medicine
Past President and Past Chairman of the BoardAmerican Academy of Family Physicians
Objectives
1. List the five phases of a meeting.2. Recite what animal the leader of
the meeting should not be.3. State five of eight items that are
good rules of leadership during a meeting.
Herding Cats
Start with the End in Mind
Five Phases of a Meeting1. Pre-Meeting2. Starting the
meeting3. The meeting4. Ending the
meeting5. Post-Meeting
Pre-Meeting
Preparation, preparation, preparation!
Communicate with key people Organized / Clear Agenda Action Items vs. Discussion Items
vs. Information Items Anticipate Ticklish Issues Understand the Politics Review Strategic Plan / Work Plan
Starting the Meeting
Start on Time Welcome!
Introductions Inspire! Clarify the Ground
Rules– Who Motions / Who
Votes – The Queue – Discussion Time– Be in Charge
Set the Tone
The Meeting
Preview the Agenda Clarify Informational
vs. Action Items Discussions and
Motions Conductor and Chef Remember its about
the team and not about you.
Process vs. Content
The Meeting, cont’d.
Keep it Moving Watch Time Extraction
Process Keep it Fun Be Flexible Ensure Voices are
Heard The Art of Breaks
The Meeting, cont’d.
Summarize / Clarify
Sensitivity to Issues
Neutral / Represent All
Delegation Use of
Committees /Sub-Committees
Ending the Meeting
Final Comments Thank People
Liberally Summarize
Actions Inspire! Next Meeting End on Time
Post-Meeting
Debrief with Key People Prioritize “To Do” List Ensure People are on Track to Get
Things Done Help with Work Member – Member Contact /
Accountability The “Longer it Sits the Longer it
Sits”
Do it Again at the Next Meeting Consistency is Important
Reflect on what went well and what didn’t.
What are the lessons learned?
“To grow is to change and to improve is to have changed often.”
“That that does not kill you makes you stronger.”
“All of us are smarter than any of us!”
The Leaderas seen by…
The Other Team Members
The Leaderas seen by…
Themselves
Then there are the “Higher Ups”…
Helpful Hints / Lessons Learned Have Fun with This! Opportunity – To Make Things Happen Sensitivity to Your Group Smile Use Humor Liberally
and Often Can’t Be All Things to
All People
Helpful Hints / Lessons Learned, cont’d. Take the High Road
– Integrity– What’s Right for the Academy /
Commission / Your Group Work as a Team / Synergy Use Questions vs. Direct
Confrontation Not Everyone will Agree Role Modeling / Teaching
What the leader of the meeting should NOT be!
What the leader of the meeting should NOT be!
What the leader of the meeting should NOT be!
What the leader of the meeting SHOULD be!
Rules of Leadership During a Meeting Develop & Communicate Strong Beliefs Be Optimistic Be Courageous Be Ethical Prepare Relentlessly Understand Teamwork Be a Good Communicator Have a Sense of Humor
Conclusion
Remember, it’s about the Team not You Five Phases of a Meeting
1. Pre-Meeting2. Starting the Meeting3. The Meeting4. Ending the Meeting5. Post-Meeting
Prepare, Prepare, Prepare Be in Charge / Set Rules / Be Flexible Stay on Time Keep it Moving Have Fun Thank People
Questions