teams and running meetings
TRANSCRIPT
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Teams & Meetings
Presented byJim Marteney
Or
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Team vs. Group
Collection of Individuals
People occupying the same space
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Team vs. Group
Group
Members goal: to fulfill group role or assignment
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Team vs. Group
Team
Members Goal: Reaching the team goal
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What is the goal/vision of your department?
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Keys to Effective Team Membership
Make your team better
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Keys to Effective Team Membership
Platinum Rule
Treat others as they want to be treated
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Keys to Effective Team Membership
Platinum Rule
Treat others as they need to be treated
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Keys to Effective Team Membership
Reward Your Team mates
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Trust
Being able to rely on each other in uncertain situations
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Trust
Blocks to Building Trust
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Consensus
Not all have to totally agreeJust no one
totally disagrees
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Consensus
From commander or
controllerTo team builder
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ConsensusSuggestions for Reaching a
Consensus Avoid always arguing for your position Don’t assume Win/Lose Positions Don’t try and avoid conflict Avoid easy methods Seek differences of opinion
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ConsensusSuggestions for Reaching a
Consensus Try and involve everyone Use group pronouns
Avoid communication of closed mindedness Clarify misunderstanding in meanings Orient group towards group goals
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Running a Meeting
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Running a Meeting
“Sometimes I get the feeling that the two biggest problems in America today are making ends meet..and making meetings end.” --Robert Orben
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Running a Meeting
“Meetings...are rather like cocktail parties. You don’t want to go, but you’re cross not to be asked.” --Jilly Cooper
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Running a Meeting
“A conference is a gathering of important people who singly can do nothing but together can decide that nothing can be done.” --Fred Allen
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Running a Meeting
“A committee is a group that keeps minutes and loses hours. .” --Milton Berle
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Running a Meeting
“We are going to continue having these meetings, everyday, until I find out why no work is getting done.” --Unknown
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Meeting purposes include:• giving information• training• discussion (leading to an objective)• generating ideas• planning• workshops• consulting and getting feedback• finding solutions/solving problems• crisis management• performance reporting/assessment• setting targets and objectives• setting tasks and delegating• making decisions• conveying /clarifying policy issues• team building• motivating• special subjects - guest speakers• inter-departmental - process improvement
Why Call a Meeting?
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How much does a meeting cost?
Salaries of participants
Time away from other tasks.
Conference room
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How Good Are You at Running a Meeting?
“What words come to mind when I say the word ‘meetings?’ For me, it’s boring and a waste. “ --Marty Nemko
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How Good Are You at Running a Meeting?
Percentage of executives believe meeting time is wasted. 50%Percentage of executives admit to daydreaming in meetingsPercentage of executives admit to missing meetingsPercentage of executives admit to falling asleep in meetings
91%
96%
39%
Percentage of executives report attending more meetings this year than a year ago. 46%
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How Good Are You at Running a Meeting?
Which of these are good reasons to call a meeting.
a. For people give progress reports.b. To brainstormc. Both a and b.
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How Good Are You at Running a Meeting?
Which of these are good reasons to call a meeting.
a. For people give progress reports.b. To brainstormc. Both a and b.
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How Good Are You at Running a Meeting?
Each meeting agenda should list the topics to be discussed, for example, the company pay structure.
False. Each meeting’s agenda item should list the expected outcome, for example, an agreement on a new pay structure. That reduces the risk that the meeting will be all jawboning and no outcome.
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In advance, the leader should send participants the agenda, including the time allocated to each item.
How Good Are You at Running a Meeting?
True. Knowing the allocated time encourages people to be time-effective in their comments
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Often, the leader should give participants something to prepare for the meeting. For example, for problem-solving meetings, have the group read the necessary background information and then think of one possible solution to the problem.
How Good Are You at Running a Meeting?
True. That will make the meeting more significant for each member.
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If you know you're going to advocate for something, your opening sentence should be rehearsed.
How Good Are You at Running a Meeting?
True. First impressions matter a lot. Also, getting off to a good start will increase your confidence.
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It’s often wisest to have a meeting first thing in the morning.
How Good Are You at Running a Meeting?
False. That’s the worst time. That’s when people are freshest and should be working on activities requiring maximum performance. Meetings are rarely that activity. Scheduling your meeting just before lunch or day’s end also encourages people to stay within the time limit they want to get out.
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True. Divide and conquer.
How Good Are You at Running a Meeting?
If there's an issue you plan to argue for in a meeting, try to sit so you have eye contact with your allies and seat your opponents apart from each other.
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False. Meetings should start on time so as not to punish the punctual. In future meetings, tardy types will more likely show up on time. Starting on time also shows you value participants’ time.
How Good Are You at Running a Meeting?
If some participants are late, wait five minutes before starting so you avoid having to go over material again.
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The leader’s introductory remarks outside the agenda items should only last a minute or two.
How Good Are You at Running a Meeting?
True
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Encourage people to air their opinions, even if controversial.
How Good Are You at Running a Meeting?
True. On important contentious issues, consider bringing in an outside facilitator.
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Praise in Public, Criticize in Private
How Good Are You at Running a Meeting?
True
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Even if an attendee is long-winded, the leader should rarely interrupt.
How Good Are You at Running a Meeting?
False. Long-winded or tangential statements are a major reason people hate meetings. You’ll be appreciated for tactfully cutting them off.
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During meetings, it's often wise to have an activity that breaks the attendees up into groups of two or three.
How Good Are You at Running a Meeting?
True. That maximizes participation and alertness.
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If the participants are starting to look bored, the chair should propose a 10-minute break.
How Good Are You at Running a Meeting?
False. Unless you've already been going for longer than 45 minutes, it's wiser to pick up the pace by standing up and speaking louder and more quickly to arouse the participants. Also choose lively participants to address the meeting.
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Document the decisions made by the group, especially the person assigned to an action item and when and who will follow-up to be sure it’s done.
How Good Are You at Running a Meeting?
True
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At the end of each meeting, review its effectiveness and suggest improvements for the next meeting.
How Good Are You at Running a Meeting?
True.
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At the end of each meeting, review its effectiveness and suggest improvements for the next meeting.
How Good Are You at Running a Meeting?
True.
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Running an Effective Meeting
Plan Inform Prepare
Structure and Control Summarize and Record
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Running an Effective Meeting
Plan Inform Prepare
Structure and Control Summarize and Record
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Running an Effective Meeting
Plan Be clear on meeting objective Be clear why you need meeting
List topics
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Running an Effective Meeting
Inform What is being discussed
What you want from the discussion Anticipate what is needed
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Running an Effective Meeting
Prepare Logical sequence of items
Allocate time for importance of topic
Anticipate what is needed
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Running an Effective Meeting
Structure and Control Evidence then interpretation stage
Then move to action stage Don’t jump ahead or going back
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Running an Effective Meeting
Summarize and Record Summarize all decisions
Record immediately names responsible
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Running an Effective Meeting
Plan Inform Prepare
Structure and Control Summarize and Record
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NowCreate a Great
Team