on track! running an effective meeting is more than the agenda

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ON TRACK! Running an effective meeting is more than the agenda #STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 07/05/2022

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Page 1: On track! Running an effective meeting is more than the agenda

ON TRACK! Running an effective meeting is more than the agenda

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

Page 2: On track! Running an effective meeting is more than the agenda

Hello! I’m Viqui Dill

I’m in STC • Washington, DC – Baltimore chapter• Instructional Design and Learning SIG• Nominations Committee 2015-2017• Community Affairs Committee

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Hello! I’m Viqui Dill

I work for American Woodmark Corporation• Technical Communications Leader• Winchester, VA • Cabinets

• Kitchens• Baths

• 9 Manufacturing plants • 14 Builder service centers • 4 Corporate offices• Sales reps

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Let’s start with an icebreaker

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

What is this? Paleolithic cave painting in Lascaux, southwestern FranceWhen was this? 20,000 years ago

http://www.bradshawfoundation.com/lascaux/

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

Who is this? Johannes Gutenberg, inventor of movable typeWhen was this? Around 1439

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

What is this? Pony ExpressWhen was this? 1860–1861

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

Who is this? Alexander Graham Bell, inventor of the telephoneWhen was this? 1876

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

Who is this? Guglielmo Marconi, inventor of radioWhen was this? 1896

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

Who is this? Hedy Lamarr, inventor of Frequency-hopping spread-spectrum technology When was this? 1942https://en.wikipedia.org/wiki/Frequency-hopping_spread_spectrum

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Icebreaker

Who is this? Al Gore, sponsor of the High-Performance Computing and Communications Act When was this? 1991http://internethalloffame.org/inductees/al-gore

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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What do all of these things have in common?

They were all innovations in communication

They are all obsolete today

Icebreaker

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Do some housekeeping before business starts

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Agenda preview

• Meetings• About icebreakers• Review agenda up front• About collecting expectations• Meeting basics• What is the parking lot?• Where did these ideas come from?• Did we meet your expectations?• Feedback

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Collect expectations for today

• Why are you here?• What do you hope to learn?• What is your biggest I-hate-meetings pet peeve?

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

skip ahead to Feedback >>>

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Finally, we can start the meeting

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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MeetingsEvery project has them• Requirements• Status• ReviewGenerate no deliverables Take time and space • Schedule• Plan• Attend• Follow up

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Standard Meeting Format

• Icebreaker• Review agenda• Set expectations• Content• Review Expectations• Feedback

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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About icebreakersPurpose - BREAK THE ICE!Get everyone at ease & participatingIntroductions Make it fun - a riddle, a joke, a puzzle, etc.1 to 5 minutes in length for most meetings

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Review Agenda up front

Helps to gain consensus on the meeting:• Purpose• Focus• Flow

Agenda topics can be clarified/added/deletedAgenda is an outline of what you want to accomplishSend electronically ahead of time

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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About collecting expectationsClarifies & defines what the participants want to accomplish• Include names or initials Defines meeting flow & focusPoints the way to a SUCCESSFUL meetingWeeds out derailment

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Content

This is the BODY of the meetingOutlined in your agendaWhat you want to discuss, decide, present, etc.

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Reviewing expectations and collecting feedbackGives performance feedback to you as the facilitator• How could the meeting have been better?• + and - feedback (but be constructive)Review the expectations item by item by name End on a congratulatory noteForum for complaintsMakes the next meeting better

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Next Step

The next logical step for you to take:• another meeting• work on actions

There may be no next step - you may be done

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Meeting Basics

Get ready BEFORE the meeting:• Issue AGENDA in advance to all participants• Get meeting room ready: flipcharts, markers,

etc.Keep a visual record of the meeting:•flipcharts•notes

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Meeting Basics (cont.)

Standard Meeting Ground rules:• Arrive on time / Start on time / End on time• Be respectful / Be open & honest• One person speaks at a time

Record ACTIONS to be taken:• Who / What / Due Date• Consider recording the meeting

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Meeting Basics (cont.)

Keep track of ISSUES raised during the meeting• Issues page or parking lot

Conduct outside of meeting• Maintain established confidences, don’t

discuss!• Represent the Team!

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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What is a parking lot? List of items teammates want to discuss that are• Not on the agenda• New and need study• Potentially going to make the meeting run late• Going to derail the original purpose of the meeting Write the list down so everyone can see the list • Communicates respect for the teammate bringing up

the item

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Follow-up

Prepare meeting minutes immediatelySend to all participants

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Desired Result

A successful meeting:• starts and ends on time - or earlier• achieves the expectations set by participants• provides for mutual support and respect

among participants• results in the necessary decisions• concludes with a common understanding of

meeting results and assignments• increases the trust among participants

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Where did these ideas come from?

My company, American Woodmark Corporation• Formal meeting management structure• Training every 3 years • Written up in “Compass” by Bill Brandt

https://www.amazon.com/Compass-Creating-Exceptional-Organizations-Leaders/dp/0988320509

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Do some housekeeping before the meeting ends

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Did we meet your expectations?

<<< go back to expectations slide

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Feedback about this presentation

#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023

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Connect with me Bio http://wdcb.stcwdc.org/about-us/chapter-bios/dill-bio/

Blog https://viquidill.wordpress.com/

Email [email protected]

@viqui_dill https://twitter.com/viqui_dill

Linked In http://www.linkedin.com/pub/viqui-dill

Facebook https://www.facebook.com/viqui.dill

36#STC17 #Conduit17 On track! Running an effective meeting is more than the agenda @Viqui_Dill 05/02/2023