NRCA Summit 2007 Meetings That Actually Work!

Presented by:Ramona M. Hill

Workshops Etc! Inc.www.workshopsetcinc.com

Meeting Training.ppt

2

Did you attend this meeting?

What made you feel this way?

Or, what are some problems with meetings?

3

What’s Wrong With Meetings?

4

Or, did you attend this meeting?

5

Characteristics of Best You’ve Seen

6

Session Focus

Techniques and strategies to make your board meetings more efficient and effective. Many potential members are becoming more concerned about how meetings are managed and “how much time this will take.”

To obtain a copy of the entire presentation, please visit www.workshopsetcinc.com.

7

Contents

What’s wrong with meetings? The best you’ve seen is………. Before…… During…… After ……. Afterthoughts

8

Meeting Statistics

_____% of attendees not satisfied with their role or decisions reached

Agendas are covered only _____ of the time Meetings last _____ longer than scheduled time Less than ______ of meeting leaders use aids ______ of managers’ time spent in meetings

(Creighton & Creighton)

Source (1-4): 3M Visual Systems

9

Meeting Statistics

30% of attendees not satisfied with their role or decisions reached

Agendas are covered only 50% of the time Meetings last 25% longer than scheduled time Less than 50% of meeting leaders use presentation

aids 75 - 90% of management's time spent in meetings

(Creighton & Creighton)

Source (1-4): 3M Visual Systems

10

Com

mun

icat

ion

Coordination

CooperationAct

Plan

Do

Check

The Purpose of Meetings

11

Planning a Meeting

Is a meeting really needed? What is the meetings purpose

– Two types of meetings - Informational (Advise/update, Sell) & Decision Making (Goal Setting,

Problem Solving)

Who should attend? Is it worth the cost?

12

Effective Meeting Cycle

A…..C…..D……P…….

13

Before the Meeting (PLAN)

…. Meeting date, time and location …. Mail/email “homework” yes or no …. Meeting Agenda …. Consent Agenda??? ….

14

Consent Agenda

What is a “Consent Agenda”?– A bundle of items that is voted on, without

discussion, as a package.

– Differentiates between routine matters not needing explanation and more complex issues needing examination.

15

Consent Agenda

Requires discipline to implement BEFORE THE MEETING

– Set meeting agenda– Distribute materials in advance– Read materials in advance

16

Consent Agenda

Requires discipline to implement AT THE MEETING

– Introduce the consent agenda– Remove an item from if requested– Approve the consent agenda– Document acceptance of consent agenda

17

During the Meeting (DO/CHECK)

…. …. …. …. ….

18

Doing Meetings

Begin on time Welcome everyone State the purpose for the meeting Review ground rules Review the agenda Review minutes (if appropriate) Status action items Initiate discussion of agenda item #1

19

DO Create an Action Plan

Who does what by when

Blueprint for executing the solution

Ties up loose ends Ensures tangible results Increase group

ownership through participation

WhatWhat WhenWhenWhoWho

Action TimingResponsibility

20

Checking for Results

Compare your meeting results with your original goal

Evaluate meeting Circulate meeting notes in a timely fashion Follow-up on assignments quickly

21

After the Meeting (ACT)

…. …. …. …. ….

22

Acting

Incorporate what was discovered while checking into next meeting

23

Effective Meeting Cycle

ActCheckDoPlan

Objectives and Agenda Determined

Content AND Process Planned

Determine Appropriate Players

Roles and Responsibilities Defined

Key Contributors Prepositioned

Logistics Arranged

Carry out the agenda

Ensure all resources contribute

Bring to closure with next steps, accountability & timetables

Benefits & concerns

Debrief immediately

Publish minutes

Follow-up on next steps & Action Plan

Incorporate Benefits & Concerns in next meeting plan

Begin incorporating needed changes for your next meeting

24

Remember

Good Meetings Are Managed Events- They Don’t Just Happen

25

Afterthoughts

A meeting without some laughter or smiles is a meeting with bad news or bad leadership

When the meeting leader does all the talking, the attendees probably aren’t listening

When the meeting discussion gets off track, the real issues are probably not on the table

A meeting that goes on and on gets less and less done Those who talk the most often say the least The important minutes at a meeting are not the ones taken by the

scribe, but the minutes on the clock People who listen the most learn the most Meetings lead to more meetings

Source: Dr Edward Wakin (Fordham University)

26

Workshop Resources

The Consent Agenda: A Tool for Improving Governance. BoardSource White Paper

How to Hold Successful Meetings: 30 Action Tips for Managing Effective Meetings (30-Minute Solutions Series) (Paperback) by Paul R. Timm

The Facilitator’s Pocketbook. John Townsend and Paul Donovan

27

Workshops, Etc!, Inc. Specializes in designing and implementing customized workshops

for your organization

Provides meeting facilitation; group process design and development; parliamentary procedure; and, strategic planning services.

Professional affiliations/certifications include: Society for Human Resources Management; American Society for Training and Development; National Speakers Association; National Association of Parliamentarians; Certified Trainer of Adult Trainers; Master Trainer

Contact InformationRamona Marsalis-Hill, Certified Trainer/FacilitatorP O Box 3079 * Daphne, AL 36526Phone: 1-888-844-4ETCwww.workshopsetcinc.com