Foundations of Team Leadership 1 Source:D Gould:Article2000 Meetings Planning Effective Meetings:...

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Foundations of Team Leadership

Source:D Gould:Article2000

Meetings

Planning Effective Meetings:

Architecture for Structuring People &

Tasks for Results


Just for Fun Statistics of Bad Meetings

According to a Study by the University of Southern California in LA (Forbes, 10/93)

•The average meeting takes place in the company conference room and 11 in the morning and lasts an hour and 30 minutes• It is attended by nine people -- two managers, four co-workers, two subordinates and one outsider -- who have received two hour prior notification •It has no written agenda, and its purported purpose is complete only 50% of the time•A quarter of meeting participants complain they waste between 11 and 25 percent of the time discussing irrelevant issues• A full third of them feel pressured to publicly espouse opinions with which they privately disagree. Another third feel they have minimal or no influence on the discussion •Although 36% of meetings result in a "complete" resolution of the topic at hand, participants considered only one percent of those conclusions to be particularly creative •A whopping 63% of meeting attendees feel that underlying issues outside the scope of the official agenda are the real subjects under discussion • Senior executives spend 53% of their time in meetings, at an average rate of $320 per person hour

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Meetings are

NOT interruptions

They ARE the Essence of the team’s

WORK


Enable

Meetings

Enable

Meetings

4


Enable

Meetings

Enable

Meetings

Meetings AS

Architecture Supporting Project &

Team Results

Structuralist View


5a-5

Capacity Building LOOPS Learning-To-Learn

Action ResponseSingle- Loop Thinking

Learning

Mental Models ? Action ResponseDouble-Loop Thinking

Learning-To-Learn

8f-6


Meetings

RoadMap

Impact on Work Organization

Single-Loop ThinkingAction Respon

se

Double-Loop Thinking

Mental Models ? Action Response

Transforming the Way We Work and Learn Together HRSLOFoundation of Team Leadership

8f-7


Interconnected Loops Project Meetings & Roadmap

Results

VisionPurpose

Goals

Objectives

Tasks

Time Lines

Follow- Up

Reflection

Adjustment

Meetings

Roadmap

Meetings


8

Meeting Structure: Preparation & Design

Meeting

OUTCOMES

•PLUS DELTA

•Next Steps

•Decisions/Resolutions

•Decision- Making Processes

•Problem Solving Processes (Critical Thinking Processes)

•Meeting Tools: (Roles-Aids-Timing -Etiquette- Facilitation Protocols)

•Expected Agenda Outcomes

•Agenda Purpose/Goals

Design & Preparation

PURPOSE


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Results: Goal Achievement

Purpose: To Achieve Results

Coming to Focus

Goal Clarity

Goal Focus

Output

Outcomes

Being Clear about the Reasons for Holding a Meeting• What is Purpose? What are Expected Outcomes? What are Desired Results?

Effective Meetings Are Purposeful

8f-10


Agenda and Meeting Design Are Means to Re-Enforce Purpose

• Agenda Should Address• Overall Purpose and

Outcomes of Meeting• Issue Definition

• Meeting Design Must Link To Agenda

• Meeting Design Involves • Assignment of Roles

&Time Allotment• Meeting Etiquette/Norms• Specific Techniques &

Processes To Be Used to Reach Desired Outcome

.Meeting Processes Help In: • Understanding the Problem:

Analysis Information Sharing, Problem-solving

• Generating Solutions: Evaluation, Brainstorming, Opportunities& Risks

• Making Decisions: Polling, Consensus, Unanimity...

• Next Steps: Action Plan, Timelines & Deadlines

• Closing: Dates for Next Meeting, Minutes Distribution

• PLUS DELTA

Meeting Agenda

•A form that is circulated pre meeting

•Whose design logic is followed in meeting

8f-11


Safe Enviro-

No Question Is Ever Stupid

One Voice At a Time-

Most of the

Time…

Monitor Your

Speaking Times & Length

Everyone Can

Always Take a Pass

Respect Is A

Given

First Seek to

Understand- Then Talk

Meeting Etiquette & Norms(Help a team sustain its common working

approach)

8f-12


Time Keeper

Electronic

Minutes Taker

(Optional)

Meeting Lead or

Facilitator

Flipchart

Scribe/ Recorde

r

Meeting Roles

EVERYONE

Bystand-

Summarize-

Paraphrase

8f-13


Parking Lot

Meeting Aids Agreeme

nt

Charts

Small Group Report Outs

Cluster Stickies-

Hash Mark Vote Pens

Reflection Index Cards

MAIN Flipchart

The Visual Focus of

Meeting

8f-14


Voting

Polling for

Opinions

SOLE Decision MakerInput

Being Clear

•Only Informing?

•Only Wanting INPUT?

•Needing Buy-IN?Team

Consensus

Clarity About Decision-Making Process

Group Decision-Making (Degrees)& Situational Leadership (Styles)

PARTICIPATIVEAUTOCRATIC

Leader Centered Decisions

Team Centered Decisions

PERFORMANCE

Source: Tannenbaum & Schmidt: 1978 Team Centered DecisionsLeader Centered Decisions


Leader makes decision and announces to group

Leader sells decision to group

Leader presents proposal-but open to ideas. Makes decision

Leader defines limits- Will support groups decision

Leader makes decision and announces to group

Leader sells decision to group

Leader presents proposal-but open to ideas. Makes decision

Leader defines limits- Will support groups decision

CONSENSUALAUTOCRATIC PARTICIPATIVE CONSENSUAL


Setting Priorities

Evaluating Risks & Benefits

Deciding on

Strategy Options

Gather Data

Being Clear About

Purpose

Problem- Solving

Techniques (Understanding

Problem)


Clusters & Like

GroupingsReport Out of

Top Choice

Brain-Storms

Weighted Averaging

Problem- Solving

Techniques (Generating

Potential Solutions)

Hash Mark

Prioritizing

8f-18


Analysis

Clarify Search Options

Dialogue

LIST Clarify POLL

Decisions

LIST Priority Select

Motivating

LIST Note Praise

Action Plan

LIST Assign Track

WHAT WHO WHEN

PLUS DELTA Evaluating

KEEP Change LEARN

Problem Solving &/or Issue Framing Tools

8f-19


Raising Hand to

Speak- Using One Voice at A Time- Most

Times

Reigning In Digressions

& Side Talks As Needed

Facilitation Language:

Using Questions to Phrase Team

Issues

Supportive Meeting

Behaviors & Language

(Facilitation Protocols) Ongoing Clarifying

& Para-Phrasing

of Team Discussions/

Decisions/

8f-20


Next Steps

Assign Distributio

n of Meeting Minutes

Action Plans

Next Meeting Dates

Moving Forward

ToolsPLUS DELTA

Intro Meeting

Meeting Tools

Meeting

Next Steps

Closing

Post Meeting Circulate: Minutes Follow Up: Decisions, Parking, Roadmap

Pre Meeting Circulate: Agenda

Summary Steps of Effective Meetings

Meeting Tools: Roles Aids- Facilitation Protocols- Timing -Etiquette

Critical Thinking, Problem-Solving, Decision-Processes

Action Plans, Dates Next Meeting

PLUS DELTA

Greetings- Check in Purpose/ Outcomes- Agenda Review

OUTCOMES

Meeting

PURPOSE


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Assignment


FORMAT INTRODUCED IN CLASS

Agenda Goals:

1. Learn Meeting Planning

2. Prepare a Skit for Banquet

Agenda Outputs:

1. Meeting Design

2. Starting the Process of Producing a Skit

Meeting Time Allotment:

Meeting Etiquette/ Norms:

Roles Assigned:

Problem Sorting Process(es) Selected:

Decision-Making Processes Selected:

Next Steps:

Plus Delta Evaluation:

Scribed on Flipchart Presented Back to Plenary

Meeting Time Allotment:• Initially= 30-45 minutes in small group

Meeting Etiquette/ Norms:• Meeting Etiquette = Adopted FTL Class Norms

Roles Assigned:• Facilitator, Time Keeper, Report-Out, Scribe

Problem-Sorting Process(es) Selected:• Brainstorming, Clustering, Hash Marks Voting

Decision -Processes Selected:• Polling & Consensus on major theme then

Majority Vote on some of the details

Next Steps:• Time of next meeting (s) scheduled to work on

Skit (Lunch-Dinner-Bar Time… )

PlUS DELTA Evaluation

Example- As a group, we found that:• Following a structured process allowed team to

get organized and be less stressed with each other• Decision-process chosen allowed everyone to

have a say in topic- and all to buy in to theme

Example of Filled-in Report Out FormatAssigned Format for a Meeting Design Plan



Small Team Assignment .

TASKSCreate a 3-5 minute skit (short play- song- poem etc.) and to present it at the Celebration Banquet

.

POSSIBLE THEMES Anything related to the week:• Various tools, techniques-frameworks-simulations

•(MBTI, team dynamics, active listening, left hand column, four player model, mental models, advocacy & inquiry, effective meetings, etc.)

• Hypothetical applications of week’s tools back at Work•Any event that happened this week

•(Meals-facilitators- weather-etc…)• Any other light-hearted topic remotely relevant to this Program

Players• Everyone in the group needs to be involved in the presentation- even if it only involves holding up a flipchart… • Teams are free to use any props or visual aids they want

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Annex:

Meeting Planning Details

Agenda Supports the Purpose

• Agenda Should Address– Overall Purpose and

Outcomes of Meeting– Issue Definition– Meeting

Etiquette/Groundrules

• Meeting Design Must Link To Agenda

• Meeting Design Involves – Assignment of Roles &Time

Allotment– Specific Techniques &

Processes To Be Used to Reach Desired Outcome

Meeting Processes Are Focused to:

• Understanding the Problem: Analysis Information Sharing, Problem-solving

• Generating Solutions: Evaluation, Brainstorming, Opportunities& Risks

• Making a Decision: Polling, Consensus, Unanimity...

• Next Steps: Action Plan, Timelines & Deadlines

• Closing: Dates for Next Meeting, Minutes Distribution

• PLUS DELTA


8f-27


Meeting Lead:• Chairs and facilitates the meeting• Can be a rotating role like any other meeting role

Time Keeper:• Keeps track of time• Reminds participants of how much time is remaining and which key

issues still need to be addressed

Scribe:• Writes on flipcharts (or an electronic whiteboard) so everyone can see

and work off the same data in the meeting

• Scribing is the visual and public in-the-moment recording of the meeting that doubles up as working data during the meeting

Recorder (Optional):• Responsible for making minutes of the meeting and distributing them

electronically afterwards. Minutes are more detailed than flipchart notes

Some Key Meeting Roles

8f-28


Parking Lot:

• Place for unresolved/new issues that are to be addressed at a later time

Actions & Agreements:

• List of agreed actions, & who will be responsible for them (Action Plans)

• Agreements decided upon by team & to be acted upon moving forward

Plus/Delta Evaluation:• This Tool is used in the last few minutes to review the meeting- what

worked well (Plus) and what should be changed in the future (Delta)

Next Steps:

• Key to ensure continuity and tracking of project

Some Key Meeting Tools

8f-29


Some Key Meeting Facilitation Protocols

• Use flipchart to note down key points• Establish an open & non-oppositional (safe) atmosphere• Speak candidly & enable others to do the same• Listen carefully• Periodically summarize• Clarify key agreements- and ascertain commitment to

actions proposed and decisions made• As appropriate for the sake of time, limit the length of

comments, side conversations and reign in digressions• Try to use humor and light touch

8f-30


Interacting by using questions & using the pronoun ‘We’ is most effective in a group

• Let us try this …

• What do you think?

• So what you are saying is,,,

• I appreciate your sharing this

• Are we getting off track?

• So what we have decided is …

• Who is doing what by when?

• … Using silence

• There are only x minutes left …

Helpful Elements to Facilitate Successful Meetings

• (Encouraging innovation)

• (Inviting Participation)

• (Paraphrasing)

• (Openness)

• (Managing Distractions)

• (Equalizing Participation)

• (Summarizing Decision)

• (Action Plan & Implementation)

• (Time Management)

Language of Effective Meeting Facilitation

Foundations of Team Leadership 1 Source:D Gould:Article2000 Meetings Planning Effective Meetings:...

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