Creating Healthy and Productive Meetings

GuideStar with:

Beth Kanter Andrea Kihlstedt

February 12, 2015

Live Tweet: #NPKickStart

Nonprofit Kick Start 2015

Facilitation Skills You Need

in Today’s Wired World

By Andrea Kihlstedt

Meetings that Work:

or: r u there?

AndreaKihlstedt.com/meetings

Ground Rules

On average, how many meetings do you

attend each week?

3 meetings/week

5 meetings/week

10 meetings/week

20 or more meetings/week

A Question for You

What percentage of your time spent in meetings do

you consider wasted?

And another one…

0 25

5075

Average professional goes to

13.7 meetings/week and estimates

that half of that time is wasted.

THAT’S NEARLY ONE WEEK EACH MONTH WASTED

Better Meetings

= Better Life

Meetings are gatherings of people who come together to

figure out how to get something done.

Mutual

understanding

Hallmarks of an Effective Meeting

Full participationClear and specific

outcomesShared responsibility

Consider

not meeting

Consider

not meeting

Ask 3 POP Questions before you schedule a meeting

Purpose: What’s the

purpose of the meeting

and why does it matter?

Outcome: What’s the

desired result?

Process: Is a meeting

the best way it? If so,

what kind of meeting and

who should be there?

Share information ahead of time.

Ask people to prepare questions not presentations.

Flip the Model

1 2 3 4 5 6 7

Meetings that Work!

Plan Hook Confirm(Combustion)

PARTICIPATIONMeaning

Next

Steps

Follow

Through

Start on time. End early!

Finish Strong: The Peak-End Rule

Gestalt International

Study Center

Sonia Nevis, PhD

Sonia Nevis’s two rules

of effective meetings

Sonia Nevis, PhD

1. Calculate your rightful

air time.

1. Calculate your rightful

air time.

2. Look around at each

person.

Sonia Nevis’s two rules

of effective meetings

Sonia Nevis, PhD

The trend toward disembodied meetings

People in Virtual Meetings are Blind

Keep it small. 5-8 people is best.

Establish Rules of Engagement

Use Visual Identification

Appoint a mentor for those on speaker

Name tags for those on speaker

Call on the speaker phone participants first

In-person + virtual participants

David Grady

Finally…

Better Meetings

= Better Life

AndreaKihlstedt.com/meetings

Walking As Part of Work Meetings:

Don’t Call It A Break

Beth Kanter, Master Trainer, Blogger, Author, and Speaker

Guidestar Webinar

Feb. 12, 2015

People are sitting

9.3 hours a day,

which is more than

we’re sleeping, at

7.7 hours

It’s harmful to your

health ….

Sitting increases risk

of death up to 40%

Beth

399

I Know from Direct Experience

Healthy

Range

>15

0

Triglycerides: Test Results

Too Much of This

And That Too …

Made A Commitment To Walk and Eat Better

Dashboard To Collect Data Connected To

Goals

9

9

Triglycerides: Test Results

Where do you

find the time in

your work

day?

Walking: The Killer App for Creativity and Problem

Solving

A Long History of Walking At Work

Leaders Put On Their Walking Shoes

Aristotle instructed his students while

strolling about …

”For me, walking

has proved to be a

great way to

promote a healthy

lifestyle, while

facilitating my

communications

skills and

leadership efforts.“

Louis Sullivan,

HHS Secretary 89-

93

Mindset Change: Integrate Walking Into Your Work

• Stop thinking of solo walking as “exercise”

it is a great time to think about challenging

work task

• Recognize when you are not productive

sitting and take a five minute walk around

your office, stretch

• Hack a standing desk

• Incorporate 20-30 minute solo walks

during the day or talk call w/ your mobile

phone

• Walking commute to work, if possible or

park far away or get off bus a stop early

Standing Desk

Beverly Trayner-Wenger

Meeting Type Description

Informal Chats To decide to act on a problem you are

facing

1:1 Regularly scheduled check-ins with your

boss or people who report to you

Networking Meeting with a professional colleague

for relationship building

Huddles To offer help or take action on tactical

issues such as scheduling or daily work

Staff Meetings Reporting, decision, planning,

scheduling, updates, brainstorming, etc

Work Session To develop a strategy, process

improvement, or implementation plan

Conference

Calls

Meetings by phone or online

Changing A Culture of Sitting: Pick One Meeting

Easy place to start: Suggest replacing weekly status updates with supervisors with a walking

meeting. Suggest meeting for a walk instead of coffee for networking meetings. Switch conference call

meetings to your mobile phone and walk or pace

Nonprofits and Walking Meetings

Walking As Part of Conferences and

Workshops

Tips for Walking Meetings: Planning

• Purpose

• Agenda

• Note Taking

• Facilitation

Tips for Walking Meetings: Actual Meeting

• Use a park or outdoor setting whenever

possible.

• Try holding walking meetings in the

afternoon, when energy levels are lowest.

• Avoid noisy roads or crowded areas.

• Plan a route with some good stopping

points. Plan indoor meetings in the office

space in the event of bad weather.

• Set a goal for walking meetings each

week. Suggest replacing weekly status

updates with supervisors with a walking

meeting and build up to more frequent

strolls.

• Track your steps with a wearable device.

• Plot out a few walking routes that work out

to the typical length of company meetings.

More about walking at work:

http://www.bethkanter.org/category/walkin

g/

http://www.scoop.it/t/walking-for-work

Friend Me on Fitbit for Walking As Work

Challenges

https://www.fitbit.com/user/288NYK

Reflection

• How can you integrate walking into your

work?

• What’s one small step you can take?

Enter them in the Q&A box below!

February 12, 2015

Questions?