1ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY

Effective Team Meetings

Presented by: Rhonda Scharf ON THE RIGHT TRACK – Training & Consulting Inc.

www.on-the-right-track.com

What is a meeting? A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Meetings may occur face-to-face or virtually. Source: Wikipedia

There are 25 million meetings in the US every day 15% of an organization’s collective time is spent in meetings Middle managers spend 35% of their time in meetings Upper managers spend 50% of their time in meetings Executives consider 67% of their meetings to be failures Source: https://www.themuse.com/advice/how-much-time-do-we-spend-in-meetings-hint-its-scary

2ON THE RIGHT TRACK ™SAVE T IME, MONEY, AND SANITYYY

What is the role of a facilitator?

Three-Step Format

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Top 10 Must Do’s

Notes:

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Creating the Perfect Agenda

Agenda Team Production Meeting –

November 4 2016 3:00 – 3:30

1. Recap of last meeting – Rhonda – 5 mins

for your information and input 2. Update on A/V issues – Randy – 4 mins

for your information 3. Presentation of hotel meal options – Sue – 12 mins

discussion and decision 4. Brainstorming for dinner theme – All – 6 mins

brainstorming and idea generation (no decision) 5. Summarize meeting – actions and recommendations

Rhonda – 3 mins – review for your information

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Rules to Follow

Team Decisions – Which is Best?

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7 Deadly Sins of Meetings

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Meeting Scorecard

Total Points: 16-20 – You and your team have perfected your team meetings. The trick is to continue to keep focused on what is working and why, and not to become complacent. 9-15 – You have a number of the points figured out, but there are a couple that are still causing your meetings to be less efficient than necessary. 0-8 – Unfortunately your meetings have no rhyme or reason and are probably very frustrating to those in attendance. Do yourself (and your team) a favor and make adjustments immediately. BONUS POINTS: Send this questionnaire to your meeting participants to see if they agree with your scoring.

Question: Yes = 2, Somewhat = 1, No = 0 Score

1. Did we start within two minutes of scheduled starting time?

2. Did we have the right people at the table?

3. Did we follow the agenda?

4. Did we review last meetings outstanding items?

5. Did we recap at the end of the meeting?

6. Did we have full participation?

7. Was everyone prepared?

8. Were our issues constructively challenged or discussed?

9. Were we open, honest, and respectful?

10. Did we finish on time?

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Source: http://meetingsift.com/wp-content/uploads/2016/04/Meeting_Rules.pdf