nrca summit 2007 meetings that actually work!
DESCRIPTION
NRCA Summit 2007 Meetings That Actually Work!. Presented by: Ramona M. Hill Workshops Etc! Inc. www.workshopsetcinc.com. Meeting Training.ppt. Did you attend this meeting?. What made you feel this way? Or, what are some problems with meetings?. What’s Wrong With Meetings?. - PowerPoint PPT PresentationTRANSCRIPT
NRCA Summit 2007 Meetings That Actually Work!
Presented by:Ramona M. Hill
Workshops Etc! Inc.www.workshopsetcinc.com
Meeting Training.ppt
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Did you attend this meeting?
What made you feel this way?
Or, what are some problems with meetings?
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What’s Wrong With Meetings?
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Or, did you attend this meeting?
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Characteristics of Best You’ve Seen
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Session Focus
Techniques and strategies to make your board meetings more efficient and effective. Many potential members are becoming more concerned about how meetings are managed and “how much time this will take.”
To obtain a copy of the entire presentation, please visit www.workshopsetcinc.com.
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Contents
What’s wrong with meetings? The best you’ve seen is………. Before…… During…… After ……. Afterthoughts
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Meeting Statistics
_____% of attendees not satisfied with their role or decisions reached
Agendas are covered only _____ of the time Meetings last _____ longer than scheduled time Less than ______ of meeting leaders use aids ______ of managers’ time spent in meetings
(Creighton & Creighton)
Source (1-4): 3M Visual Systems
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Meeting Statistics
30% of attendees not satisfied with their role or decisions reached
Agendas are covered only 50% of the time Meetings last 25% longer than scheduled time Less than 50% of meeting leaders use presentation
aids 75 - 90% of management's time spent in meetings
(Creighton & Creighton)
Source (1-4): 3M Visual Systems
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Com
mun
icat
ion
Coordination
CooperationAct
Plan
Do
Check
The Purpose of Meetings
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Planning a Meeting
Is a meeting really needed? What is the meetings purpose
– Two types of meetings - Informational (Advise/update, Sell) & Decision Making (Goal Setting,
Problem Solving)
Who should attend? Is it worth the cost?
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Effective Meeting Cycle
A…..C…..D……P…….
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Before the Meeting (PLAN)
…. Meeting date, time and location …. Mail/email “homework” yes or no …. Meeting Agenda …. Consent Agenda??? ….
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Consent Agenda
What is a “Consent Agenda”?– A bundle of items that is voted on, without
discussion, as a package.
– Differentiates between routine matters not needing explanation and more complex issues needing examination.
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Consent Agenda
Requires discipline to implement BEFORE THE MEETING
– Set meeting agenda– Distribute materials in advance– Read materials in advance
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Consent Agenda
Requires discipline to implement AT THE MEETING
– Introduce the consent agenda– Remove an item from if requested– Approve the consent agenda– Document acceptance of consent agenda
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During the Meeting (DO/CHECK)
…. …. …. …. ….
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Doing Meetings
Begin on time Welcome everyone State the purpose for the meeting Review ground rules Review the agenda Review minutes (if appropriate) Status action items Initiate discussion of agenda item #1
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DO Create an Action Plan
Who does what by when
Blueprint for executing the solution
Ties up loose ends Ensures tangible results Increase group
ownership through participation
WhatWhat WhenWhenWhoWho
Action TimingResponsibility
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Checking for Results
Compare your meeting results with your original goal
Evaluate meeting Circulate meeting notes in a timely fashion Follow-up on assignments quickly
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After the Meeting (ACT)
…. …. …. …. ….
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Acting
Incorporate what was discovered while checking into next meeting
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Effective Meeting Cycle
ActCheckDoPlan
Objectives and Agenda Determined
Content AND Process Planned
Determine Appropriate Players
Roles and Responsibilities Defined
Key Contributors Prepositioned
Logistics Arranged
Carry out the agenda
Ensure all resources contribute
Bring to closure with next steps, accountability & timetables
Benefits & concerns
Debrief immediately
Publish minutes
Follow-up on next steps & Action Plan
Incorporate Benefits & Concerns in next meeting plan
Begin incorporating needed changes for your next meeting
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Remember
Good Meetings Are Managed Events- They Don’t Just Happen
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Afterthoughts
A meeting without some laughter or smiles is a meeting with bad news or bad leadership
When the meeting leader does all the talking, the attendees probably aren’t listening
When the meeting discussion gets off track, the real issues are probably not on the table
A meeting that goes on and on gets less and less done Those who talk the most often say the least The important minutes at a meeting are not the ones taken by the
scribe, but the minutes on the clock People who listen the most learn the most Meetings lead to more meetings
Source: Dr Edward Wakin (Fordham University)
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Workshop Resources
The Consent Agenda: A Tool for Improving Governance. BoardSource White Paper
How to Hold Successful Meetings: 30 Action Tips for Managing Effective Meetings (30-Minute Solutions Series) (Paperback) by Paul R. Timm
The Facilitator’s Pocketbook. John Townsend and Paul Donovan
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Workshops, Etc!, Inc. Specializes in designing and implementing customized workshops
for your organization
Provides meeting facilitation; group process design and development; parliamentary procedure; and, strategic planning services.
Professional affiliations/certifications include: Society for Human Resources Management; American Society for Training and Development; National Speakers Association; National Association of Parliamentarians; Certified Trainer of Adult Trainers; Master Trainer
Contact InformationRamona Marsalis-Hill, Certified Trainer/FacilitatorP O Box 3079 * Daphne, AL 36526Phone: 1-888-844-4ETCwww.workshopsetcinc.com