Designing productive meetings
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This document discusses how to design productive meetings. It provides tips for meeting facilitators on identifying the right participants, setting ground rules, creating an agenda with clear objectives and outcomes, tracking action items, following up after meetings, and ensuring participation from all attendees. The goal is to avoid unnecessary meetings and maximize productivity by focusing discussions and following through on agreed upon next steps.
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Designing productive meetings
- 1. Designing Productive Meetings Brown bag Session Presented by: Salah Elleithy
- 2. Salah Elleithy salah@sparkagility.com @selleithy 410.262.5550 Enabling organizational agility and enhancing team capabilities serving as a Project Manager, Scrum Master, Business analyst, Team Facilitator and Agile Coach. 15 years Senior Principal Consultant Agile Coach & Trainer Certified Trainer in Training from the Back of the Room Masters in Info Systems & Financial Management
- 3. • How Where do we stand? much &me do we spend in mee,ngs daily, weekly or monthly? • How do we avoid ‘unnecessary’ mee,ngs? • How much do ‘unnecessary’ mee,ngs cost?
- 4. How much &me we spend in mee,ngs? How do we avoid ‘unnecessary’ mee,ngs? How much do ‘unnecessary’ mee&ngs cost? I wonder how much it would be if we added ‘unproduc&ve’ mee,ngs?!! Source: h8ps://www.atlassian.com/,me-‐was,ng-‐at-‐work-‐infographic
- 5. Why do we dread going to mee,ngs? Lack of purpose No Agenda Lack of progress Lack of objec,ves Lack of visuals Lack of agreement Lack of engagement Lack of outcomes Lack of focus Waste of ,me
- 6. What is a mee,ng? A mee,ng is an act or process of coming together as an assembly for a common purpose. Source: wikepedia Accomplish Work Facilita&on
- 7. What are the a>ributes of a produc&ve mee&ng? • A facilitator. • The right par,cipants (Who need to a8end?) • Ground rules (What will it take for the mee,ng to be a success?). • An Agenda (What will be the process to get to the outcomes?) • Ac,ons items/takeaways (What needs to be done? Who will do it? And by when?) • Close/Wrap Up (What do we plan to do next? • Follow through (Where do we stand with the ac,on items?) The Key to a produc&ve mee&ng is Facilita&on!
- 8. What is Facilita&on? Facilita,on is the art of leading people through processes toward agreed-‐ upon outcomes in a manner that encourages par&cipa&on, ownership and crea&vity from all involved. -‐ The Grove Consultants Interna,onal
- 9. The right par,cipants (Who needs to a8end?) • Iden,fy the right par,cipants. • Know the par,cipants role and what makes the mee,ng important to them. • Ensure they are available and ready for the mee,ng.
- 10. Ground Rules (What will it take for the mee,ng to be a success?) • Be open minded. • Be honest. • Respect each other. • Give everyone a chance to speak. • Agree to disagree. • Stay focused (No mul,tasking).
- 11. Designing the Agenda • Purpose/Objec,ve (Why are we here? And where are we trying to go?) • Process (How are going to get to where we want to go?) • Desired outcomes (What are we trying to get out of this mee,ng?)
- 12. Make it visible!
- 13. Ac,ons items/takeaways (What needs to be done? Who will do it? And by when?) • Be ac&onable (Ex: Define, Complete, Research, etc.). • Have only one owner. • Have a follow-‐up date.
- 14. Close/Wrap-‐Up (What do we plan to do next?) • Review agenda and outcomes. • Agree on next steps. • Thank everyone for their par,cipa,on.
- 15. Follow through (Where do we stand with the ac,on items?) • Send mee&ng notes right aYer the mee,ng (no more than 24-‐48 hours). • Follow-‐up on ac,on items by dates agreed-‐upon during the mee,ng. Action items: Tip: If you have agenda and ac,on items, you can take pictures for quick documenta,on and send them to everyone.
- 16. Mee,ng Materials • White board or Flipcharts • S,cky Notes • Sharpies
- 17. Mee,ng Tools: Parking Lot • Parking Lot: used as a placeholder for topics that could come up but may not be relevant to discuss during the mee,ng.
- 18. Mee,ng Tools: Consensus • Thumbs up, down, sideways. • Dot-‐Vo,ng. • Priori,zing
- 19. Virtual mee,ngs • Talk a roll-‐call. • Same rules apply. • Agree to NO mul&-‐ tasking! • Start and end on &me.
- 20. Common PiOalls • Group think (Seeking ar,ficial harmony over healthy debate). • Dominant par,cipant. • Quite par,cipant.
- 21. Does this apply to mee,ngs?
- 22. Quick Summary Facilitator Par,cipants Ac,on items/ takeaways Agenda (process) Purpose Outcomes Close/Wrap-‐ up Follow-‐ through