Meeting science - the basic elements -

Luigi Rigolio, 2014

Meeting science - the basic elements:delivery and topics

Knowledge for meeting managers

• Relevance of the subject

• Issues in meeting management

• Good meeting management practices

• Tools for meeting managers

Knowledge for meeting managers: key factors in the development of strong skills

Knowledge Feed back

Practice

Importance of the meeting:key points

• The meeting is an expensive tool

• The performance of a group is related with the quality of interactions *

* Losada, Eaphy in Am Behav. Scientist 2004

• Executives and managers spend a lot of time in meetings**

• Meetings leads to important results

** Mankins, Brahm, Caimi, «Your scarcest resource». HBSR, May 2014

• Projects need of meeting with the client

Meeting science - the basic elements:delivery and topics

Knowledge for meeting managers

• Relevance of the subject

• Issues in meeting management

• Good meeting management practices

• Tools for meeting managers

Issues in meeting management: analogy with a grinder machine

Output:the expected results

Input

Oil Sand

From input to output -issues resources’s inventory

• Biology

• Tecnology

• Culture (and budgeting)

• Conflict and negativity

Resources - Biology: «deep brain» impact

• Decline of attention

• Cooperation

• Motivation

Resources - Tecnology: «emergency» in the room

Attendees normally send e-mail during the meeting*

* Mankins, Brahm, Caimi, «Your scarcest resource». HBSR, Maggio 2014

Resources - Culture (and budgeting):the meeting science is a outmoded subject

• Lack of willingness to invest in training on meeting management

Meeting science - the basic elements:delivery and topics

Knowledge for meeting managers

• Relevance of the subject

• Issues in meeting management

• Good meeting management practices

• Tools for meeting managers

Good meeting management practice:

subjects

• Accurate planning

• Clear presentation of objectives

• Respect agenda and timing

• Record and share results

• Ask for feed-back

Accurate planning: key elements

• Concrete expected results

• Agenda items consistent with objectives– Effective tools

• Realistic time schedule– Optimistic approach

Agenda items consistent with objectives: the flow of information in typical meetings

Distribute

dataBrainstorming

Project management meeting:

Kick off

Team building

Etc.Problem solving

Advisory boardTraining

Sales meeting

Board

Good meeting management practice:

subjects

• Accurate planning

• Clear presentation of objectives

• Respect agenda and timing

• Record and share results

• Ask for feed-back

Clear presentation of objectives:

key points• Where we come from

– The «stakeholders»

• Where we are going to– The direction/the objective– The expected results

• Show the relevance of the subject – Present fresh data

• Ask the agreement

Good meeting management practice:

subjects

• Accurate planning

• Clear presentation of objectives

• Respect agenda and timing

• Record and share results

• Ask for feed-back

Respect agenda and timing: tips

• Respect the starting time

• Manage difficult behaviors

Meeting management: delay’s implications

• Negative impact on the leadership– The trust decreases

• The delay will increase

• Extra time does not work

Meeting science - the basic elements:delivery and topics

Knowledge for meeting managers

• Relevance of the subject

• Issues in meeting management

• Good meeting management practices

• Tools for meeting managers

Tools: planning next meeting

• Project management tools– Gantt

– Check lists• Wellcome desk materials • Attendee materials• Speacker materials

• Templates– Agenda– Slides

Tools: managing the meeting

• «Take home messages» (and dilemmas)

• «To do list»

• «Benefits and concerns»

• «Expectations»

Flip chart sheets

Brown papers – matrix – post it

Tools:The opening ceremony to set the level of interaction

Ice-breaker Deal the Rules

Interaction

ToolsThe closing ceremony to maximize the value

• Check the expectations • Control the results• Take home messages• Next steps

• Get the Feed-back (B’s and C’s)• Thanks

Meeting science – the basic elements:wrap up

• A meeting is a high cost tool • Knowledge/practice/feed-back• Accurate planning:

– The grinder machine• (Meeting)Time management• The opening ceremony• The closing ceremony