helpful hints for effective meetings

8/12/2019 Helpful Hints for Effective Meetings

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Helpful Hints for Effective

Meetings

New Hanover County Schools

Betsy Stanwood

Revised Fall 2006

Additional input fromDebbieStout


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Desired Outcomes

Introduction to meeting facilitation

techniques

Introduction to basic mediation

strategies


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Effective meetings

What do effective meetings include?They should include:

Meeting facilitator

Meeting agenda

Appropriate physical environmentMeeting checklist: Review for preparation

Ground rules

Communication among team members that is respectful ofothers positions on the topic


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Meeting Facilitator

What is a meeting facilitator?A meeting facilitator is the person in charge of the meeting. They move

the meeting along making sure that the focus of the meeting is kept

and the participants all have opportunities for input & questions

while keeping communication open, honest, and professional.


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Meeting Facilitator Roles &

Responsibilities

Prior to meeting:Identifies the purpose of the meeting

Develops the agenda

Identifies roles for participants

Obtains an appropriate location for the meeting

Makes sure all necessary participants are invited to the meeting

Schedules a pre-meeting with certain participants, if appropriate


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Responsibilities

At the meeting:Distributes the agenda

Makes sure introductions are made & roles are clear

Establishes ground rules

Keeps to the agenda

Assists the group with the process of the meeting


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Responsibilities

At the end of the meeting:Summarize actions

Identifies any next steps

Sets next meeting date, if necessary

Thanks the group for their time & participation


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Techniques Used by Effective

Facilitators1. Avoid detailed decision making with a large group

Focus energies on actions that effect the outcomes (stickers vs. stamps)

2. Move the group to actionsPrioritize, clarify, decide, develop, identify, determine, & complete

3. Seek & confirm commitmentsEach participant gets a job

Change observers to doers

Post actions with names assigned or send follow-up summary

4. Bring closure to items or discussionsReach consensus

If agreement to an action is reached, keep it moving

Coming Together Conference- February 19, 2001

Dr. Norma Taylor, Assistant Director, Special Education &

Related Services


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Techniques Used by Effective

Facilitators5. Keep everyone involved.

We have heard from the math & science departments, what do the counselors think?

Lets hear some comments from this side of the table.

Mom & Dad, what are your thoughts on this idea?

Mr. Assistant Principal, we have not heard your thoughts on this yet.

6. Use an issue bin for noting ideas, suggestions, or concerns not on theagenda (to be addressed at a later time or meeting)

Great for redirecting people who stay off the topic

Write it down & move back on trackAvoid asking people to hold that thought for later & bring it up when we are finishedwith this.

7. Be flexibleChange the agenda if items need to be re-prioritized

Ask for a 5 minute break

The train can change tracks after it leaves the depot

8. Summarize results & follow-up before the ending time

What did we do?How did we do?

What needs to happen next?

*When will we reconvene (if necessary)?

Coming Together Conference- February 19, 2001

Dr. Norma Taylor, Assistant Director, Special Education & Related Services

*Not a part of the original list


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Meeting agenda

When do you need to design an

agenda?Consider designing an agenda when:

There are controversial issues to resolveThere is an anticipated dispute

There are a large number of people involved

There are trust issues among team participants

There is a complex issue to discuss or resolve

There is a time crunch


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Design an agenda

How do you design an agenda?Consider designing an agenda that includes:

Date of meeting

Start time & ending time

Assigned roles for participants (time keeper, note taker, etc)

Location

Purpose of meeting

Desired outcome for the meeting

List participants

Agenda items (Be sure to include introductions & ground rules)

Participant who is addressing each agenda item listed

Timeframe dedicated to each agenda item

Next steps or actions for meeting follow-up

Participant responsible for each next step/action

Determination of next meeting (if necessary) as last step


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Appropriate physical environment

How do you set up the physicalenvironment?Consider the following when setting up the physical environmentprior to a meeting:

Privacy with limited distractions during the meeting

Adequate meeting space including:

Size of room (not too big but not over crowded)

Ventilation

Lighting

Temperature

Seating

Equipment & supplies including:Necessary forms

Pens

Paper for notes

Copies of information to be shared

Seating arrangementStaff mingled among other participants (not parents & their advocate on one side of table& staff on the other side)


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Meeting checklist: Review for

preparation

What kinds of things should be on a meeting checklist that you

review for preparation for a meeting?

These are the types of things that should be on the meeting checklistProvide adequate notice of the date, time, place, & purpose of the meeting

The purpose of the meeting is clear

Meeting has clear beginning & ending times (The ending time is changed only with

consent of the entire team.)Roles are clarified at the beginning of the meeting

Team members are prepared for the meeting (Bring data, educational records, progress

reports, other assessments, probes, work samples, etc.)

The room & seating arrangements support the meetings purpose

Decision making procedures are clear for all team members

Working agreements are clear & affirmed by all team members

All participants are involved & contribute fully

The real issues are raised & dealt with honestly (Different points of view are encouraged &

valued)

A clear written record is kept which summarizes all decisions made

The meeting ends with a process evaluation

The group assigns accountability & establishes action items; everyone leaves with a clear

understanding of who will do what by when to follow through on meeting agreements

Communication avenues (who to ask which questions) are clarified


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Ground Rules

For long meetings or multiple

meetings situation:Ground rules are usually determined by the group through a

brainstorming/listing process. These are recorded & posted.

For short meetings:The facilitator might present rules & ask the group for additions

or deletions.


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Ground RulesWhat other things should be considered inestablishing ground rules?Consider these notes:At the outset, let people know what you hope to accomplish in the allotted time. Eventhough the agenda is printed and distributed, it will help to restate the objective in yourown words.

At the outset, let people know at what time in the meeting you plan to revisit progresstoward the meeting purpose and have the team decide to continue with meeting past

agreed ending time or identify a second meeting date.Meetings have different formats, each of which suggests a set of ground rules.

For example,there are no bad ideas in brainstorming sessions, and speakers may or may not be permitted tointerrupt one another. Participants should understand whether they are expected to contributeto the conversation, or just listen. If you set clear ground rules at the beginning, it will be easierto keep the meeting on track.

To avoid interruptions, put telephones on "do not disturb" and turn off mobile phones orset to vibrate.


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Sample Ground Rules

Start on time/end on time

Stay on task

Honor facilitators requests

Listen to each other (one person talks at a time)

Open, honest communicationThere are NO dumb questions

Accept others comments without judgment

Discussion is confidential

Additional sample ground rules are listed in Sample ground

rules links at end of this PowerPoint.


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Communication Among Team

Members that is Respectful of

Others Positions on the TopicBe a Vibeswatcher:

1. Pay attention to nonverbal communication, such as:Body language

Facial expressions

Side conversationsPeople interrupting each other

2. Pay attention to verbal communications, such as:Making judgmental statements

Making global all or none kinds of statements (we never do that)

Making personal attacks or accusations ( meeting facilitator should use

reframing to get at the underlying legitimate issues or concerns)Making unclear statements (meeting facilitator should question team

member further for clarification)

Lets see. Yes,

they are smiling

and shaking

hands.


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Techniques that Dissolve

Communication

OrderingYou must

You have to

You will

Focusing on Self

Listen to my problem

Nothing is as bad as I have it

LecturingHere is why you are wrong

Do you realize

Preaching

Its your duty to

You should

You ought to

DenyingI dont see anything wrong

There is no problem

Laying Blame

She is the reason for the trouble

Its your fault

Threatening

If you dont, then

You had better or else

JudgingYou are just crazy

You have no ethics


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What Do You Think?Look at this picture.

List or discuss thethings you observe

the mediator

(meeting facilitator)

doing that are poor

meeting facilitation

behaviors.

Just a few observations!

Talking on phone while

meeting in progress

Eating

Leaning back in chair

Feet on table (too casual)

Allowing arguments

Allowing crying


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A Meeting Gone Wrong

What kinds of things can happen to make ameeting go wrong?

Consider these thingsSomeone says to a parent:

We cant do

We dont do We never do

We only do

We dont believe in

No student gets more than

It would cost too much to

It would take too much

I have 25 (30) other students in my class so

You should put your child on medication or

I believe it is willful behavior

Staff unprepared for meeting

Staff in disagreement with each other during meeting (should the teamhave had a pre-meeting?)


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Unreasonable Requests

What if a member or parent seemsunreasonable?

Consider responding with one of the following questions:Where did you hear about that? Could you provide me with a copy or

give me the source so that we can gather more information?Are you using that at home?

Do you have data on that? Can you get us information?

Which IEP goals (objectives) do you see that addressing?

How do you envision it being implemented?

Have you seen progress in this area?

Have we described what were doing in the program were using?What part (s) of the IEP/IAP/Interventions do you agree areappropriate?

Are you familiar with our process for determining ?


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Out of the Box Thinking

Think of one

meeting you

have

participated inas a team

member and

the team came

up with an

innovative idea

to resolve the

issue.

Weencourage

our teams to

think outside

of the box


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Other Effective Meeting

Strategies

Using consensusWhat is consensus?

A general agreement reached through open communication,

understanding opposing views, consideration of alternatives in an open

& fair environment & shared commitment to the decision reached. Thefocus is on unanimous commitment instead of unanimous agreement.


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Other Effective Meeting Strategies

Using conflict resolution strategiesWhat is conflict and what are sources of conflict?

Conflict is a controversy, disagreement, or opposition. It is the

natural tension that arises from different perspectives.


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Sources of Conflict

What are some sources (causes) of

conflict? ExpectationsBroken Promises

Incompetence

Lack of Quality

ResourcesTime

Money

Personnel

Space

ValuesPriorities

Perceptions

Styles

PersonalStanding on Principles

Inner Conflict

Unmet Needs

The JCA Mediation Model 1995Justice Center of Atlanta


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Dynamics of Conflict

What happens if conflict goes

unresolved?Feelings intensify

Positions hardenDehumanizing occurs

Desire to punish emerges

Communication Deteriorates

The JCA Mediation Model 1995

Justice Center of Atlanta


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Other Effective Meeting Strategies

Formal & Informal Mediation

Informal Mediation

An informal, voluntary process intended to

resolve conflicts, without resorting to

arbitrationor litigation, by using an

impartial third partyto facilitate an

agreement .

Third party (liaison, administrator, etc)

attend meeting to assist in facilitating

resolution of issues

Third party (liaison, administrator, etc)

assisting in facilitating communication

between parties

Facilitated IEP

Formal Mediation

Mediation is an act ofbringing twostates, sides or parties in a

dispute closer together toward

agreement through alternative

dispute resolution (ADR), a

dialoguein which a (generally)neutral third party, the mediator,

usingappropriate techniques,assists two or more parties to help

them negotiatean agreement,

with concrete effects, on a matter

of common interest.

Court mandated mediation

Mediation Center
http://www.investorwords.com/249/arbitration.htmlhttp://www.investorwords.com/4963/third_party.htmlhttp://en.wikipedia.org/wiki/Alternative_dispute_resolutionhttp://en.wikipedia.org/wiki/Alternative_dispute_resolutionhttp://en.wikipedia.org/wiki/Dialoguehttp://en.wikipedia.org/wiki/Third_partyhttp://en.wikipedia.org/wiki/Negotiationhttp://en.wikipedia.org/wiki/Negotiationhttp://en.wikipedia.org/wiki/Third_partyhttp://en.wikipedia.org/wiki/Dialoguehttp://en.wikipedia.org/wiki/Alternative_dispute_resolutionhttp://en.wikipedia.org/wiki/Alternative_dispute_resolutionhttp://www.investorwords.com/4963/third_party.htmlhttp://www.investorwords.com/249/arbitration.html


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Language of Resolution

Techniques

What are some mediation techniques

that help resolve conflict?

Statement Purpose How To Do Example

Encouraging To conveyinterest; to keep

the other party

talking

Dont agree ordisagree; use

neutral words

Can you tell memore?

ClarifyingTo get more

information; to help

the speaker see

other points of view

Ask questions When did this happen?

Flip SidesTo show you are

listening; check your

interpretations

Find positive

from negative

statement

You wish he were

more helpful?

Reflect FeelingsTo show understanding

of how one feels; to

help party evaluate

his/her feelings

Reflect a persons

basic feelings

You seem very

angry.

The JCA Mediation Model 1995Justice Center of Atlanta


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The most important thing in

communication is to hear what isn't

being said.

Peter Drucker(1909 - 2005)
http://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/quotes/Peter_Drucker/http://www.quotationspage.com/quotes/Peter_Drucker/http://www.quotationspage.com/quotes/Peter_Drucker/http://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/myquotations.php?add=32975http://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/quote/32975.htmlhttp://www.quotationspage.com/quote/32975.html


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Resources

Resources & Linkshttp://www.gsanetwork.org/resources/pdf/Meetings.pdf

http://www.reclaiming.org/resources/consensus

/blakey.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_basics.html

http://web.mit.edu/hr/oed/learn/meetings/art_agenda.html

http://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par384.html

The JCA Mediation Model 1995, Justice Centerof Atlanta, Inc.
http://www.gsanetwork.org/resources/pdf/Meetings.pdfhttp://www.gsanetwork.org/resources/pdf/Meetings.pdfhttp://www.reclaiming.org/resources/consensus/blakey.htmlhttp://www.reclaiming.org/resources/consensus/blakey.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_basics.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_basics.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_agenda.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_agenda.htmlhttp://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par384.htmlhttp://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par384.htmlhttp://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par384.htmlhttp://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par384.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_agenda.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_agenda.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_basics.htmlhttp://web.mit.edu/hr/oed/learn/meetings/art_basics.htmlhttp://www.reclaiming.org/resources/consensus/blakey.htmlhttp://www.reclaiming.org/resources/consensus/blakey.htmlhttp://www.gsanetwork.org/resources/pdf/Meetings.pdfhttp://www.gsanetwork.org/resources/pdf/Meetings.pdf


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More Resources

Sample agenda links:http://www.sife.org/united_states/sife_teams/management_forms/Sample%20Meeting%20Agenda2.doc

http://www.dhi.org/images/PDFforms/SampleAgendageneric.pdf

http://web.mit.edu/hr/oed/learn/meetings/agenda.doc

Sample ground rules links:http://www1.co.snohomish.wa.us/County_Services/Diversity_Council/Information/DCInfo_MtgGroundRules.htm

http://www.slostateparks.com/general_park_info/hcp/habitats/Rules_of_Procedure.pdf

http://ais.msu.edu/Internal/ProjectMgt/documents/SampleTeamMeetingGroundRules.pdf
http://www.sife.org/united_states/sife_teams/management_forms/Sample%20Meeting%20Agenda2.dochttp://www.sife.org/united_states/sife_teams/management_forms/Sample%20Meeting%20Agenda2.dochttp://www.dhi.org/images/PDFforms/SampleAgendageneric.pdfhttp://www.dhi.org/images/PDFforms/SampleAgendageneric.pdfhttp://web.mit.edu/hr/oed/learn/meetings/agenda.dochttp://www1.co.snohomish.wa.us/County_Services/Diversity_Council/Information/DCInfo_MtgGroundRules.htmhttp://www1.co.snohomish.wa.us/County_Services/Diversity_Council/Information/DCInfo_MtgGroundRules.htmhttp://www.slostateparks.com/general_park_info/hcp/habitats/Rules_of_Procedure.pdfhttp://www.slostateparks.com/general_park_info/hcp/habitats/Rules_of_Procedure.pdfhttp://ais.msu.edu/Internal/ProjectMgt/documents/SampleTeamMeetingGroundRules.pdfhttp://ais.msu.edu/Internal/ProjectMgt/documents/SampleTeamMeetingGroundRules.pdfhttp://ais.msu.edu/Internal/ProjectMgt/documents/SampleTeamMeetingGroundRules.pdfhttp://ais.msu.edu/Internal/ProjectMgt/documents/SampleTeamMeetingGroundRules.pdfhttp://www.slostateparks.com/general_park_info/hcp/habitats/Rules_of_Procedure.pdfhttp://www.slostateparks.com/general_park_info/hcp/habitats/Rules_of_Procedure.pdfhttp://www1.co.snohomish.wa.us/County_Services/Diversity_Council/Information/DCInfo_MtgGroundRules.htmhttp://www1.co.snohomish.wa.us/County_Services/Diversity_Council/Information/DCInfo_MtgGroundRules.htmhttp://web.mit.edu/hr/oed/learn/meetings/agenda.dochttp://www.dhi.org/images/PDFforms/SampleAgendageneric.pdfhttp://www.dhi.org/images/PDFforms/SampleAgendageneric.pdfhttp://www.sife.org/united_states/sife_teams/management_forms/Sample%20Meeting%20Agenda2.dochttp://www.sife.org/united_states/sife_teams/management_forms/Sample%20Meeting%20Agenda2.doc


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helpful hints for effective meetings

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