“Planning, Leading & Facilitating the Best and Most Effective Meetings & Events” National Association of State Conservation Agencies (NASCA)January 2014

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Mike Brown – ModeratorRay Ledgerwood – Presenter

Board Works by Ledgerwood Join the audio at:

646.307.1707 access code: 562-484-181

Join on the web at: www.joingotowebinar.com webinar ID: 829-266-929

Welcome to NASCAs Webinar

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Mike BrownNumber of Webinar Attendees

Opening Comments

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NASCA sponsored webinar for participants to learn practical tips and tools for planning, leading, facilitating meetings, committees, work sessions, and other events related to the work of an effective agency, association, chapter, or other organization including how to deal with disruptions, negative situations and poor meeting management.

Description

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All muted lines except presenters Questions via web – use

dashboard on your computerWill get to as many questions as

we canPresentation will be posted on

NASCA website with presenter contact info

Feedback welcome – kudos, comments, etc – email rayledgerwood@msn.com

Logistics

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Ready to WriteWrite down the “tips of the trade”

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Objective

Learn practical tips and tools for planning, leading, facilitating meetings, committees, work sessions, and other events related to the work of an effective association, chapter, or other organization including how to deal with disruptions, negative situations and poor meeting management.

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Agenda Opening & Characteristics of Great Meetings or

Events Effective Meetings Adult Learners and Participation Meeting Sponsor’s Request Session Designs Net Meetings, Teleconference Meetings or

Webinar Conducting a Session Audio Visuals in Meetings Types of Facilitation Questions & Question Techniques Controlling Disruptive Behaviors

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Been to a Good Meeting Lately?Participants identify

characteristics of great meetings or events they have participated in

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Elements of an Effective MeetingPurposeStructurePlan/DesignMembersLeadership Involvement

LogisticsSupplies/

Equipment InformationActionsRecordEvaluation

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Three Part Process Preparation Conducting a Meeting Follow-up

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PreparationRealistic goal definedDecide what to accomplishMake sure goal can be

accomplishedDevelop a list of questions and/or

problems to discussFacilitiesParticipantsAgenda with time framesDiscussion outline

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Conducting a Meeting

Start on timeSelf

introductions“Housekeeping

” itemsFollow agendaEncourage

participationStimulate,

guide, & control discussion

Strive to achieve consensus

Accurately capture comments

Firm up decisions

Make assignments for pending work items

Set up next meeting times, dates, & purpose

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Follow-upAction items,

tasks, people, and times clearly identified

Prepare report or minutes of the meeting

Evaluate the effectiveness of meeting

Decide how next meetings can be improved

Leader should periodically check on progress of work items

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Top Twelve Ideas1. Prepare agenda2. Specific goals & objectives3. Roles (leader, facilitator,

recorder) 4. Emphasis on “getting the job

done”5. Maintain informal, relaxed

atmosphere6. Stay with agenda

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Top Twelve Ideas7. Encourage all to participate8. Everyone understands agenda &

goals9. Brainstorming is encouraged10. Encourage sharing of ideas11. Agreements by consensus12. Criticism is frank w/o personal

attack

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Evaluating Meeting Effectiveness

Clarity of goals Participation Interaction Individual Contributions Leadership Decision-making process Overall organization Control Productivity

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For More Ideas

EffectiveMeetings.com

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Adult Learners

Motivation Adults learn things that are:

Relevant Practical Have to learn to:

▪ Solve problems▪ Help manage work situations▪ Help them cope with life-changes and

events

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Adult LearnersStrong Secondary Motivators

Self-esteem Personal pleasure

Physically & psychologically comfortable

Physical needs Emotional & psychological needs

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Adult Learners

Bring life experience, knowledge, expectations Acknowledge tap it, use it Expectations

New knowledge integrated New learning not fitting old -

rejected Bridge by asking questions

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Adult LearnersActively involved

Discussions, exercises, activities Expectations, managing, evaluation

Secretly fear failure Resist grading Learn to do things better

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Basic Learning ProcessLearning ClimateDesire, Interest or NeedUnderstandingMental ModelsApplicationFeedback

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Sponsor’s RequestSession objectivesParticipants Issues Challenging Individual(s)Face-to-Face Meeting

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Questions for the Sponsor/Manager

Meeting accomplish Success look likeWho will attend Challenges Decision criteriaHow will decisions be madeMeeting notesTime & place

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Session DesignsDifferent Events - Different Designs

Team Building Planning Presentation Conflict Resolution Public Meeting Board Meeting Staff Meeting Large Forum Other

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Team Developmentby Bruce Tuckman

FormingStorming NormingPerformingAdjournment

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Session DesignsObjectivesPlanning ExercisesTimingActivitiesWorksheet

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Planning & Preparing – LogisticsWhere to HoldType of Room Arrangement

Lighting, Heat or CoolingTravel & LodgingSupport EquipmentBreaks & MealsRegistrationRecreation?

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Planning & Preparing – Logistics & Room Setup A Checklist

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Net Meetings & WebinarsElements for a Successful Webinar: Topic suitable for this type of session Identify target audience Promotion of the webinar or net

meeting Session design / outline development

including major sections and key points

Timing and duration of presentations

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WebinarsElements for a Successful Webinar: Materials developed and/or organized Facilitator / moderator identified Presenters identified Attendees registration Practice session Materials to attendees Evaluation & feedback system

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WebinarsAdditional Tips - Webinar: Audio connectionOne way audio (muting all)

utilized Questions via web for webinar

can remove hostility, tone, attitude

Visuals are presented by one computer

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WebinarsAdditional Tips - Webinar: Stay with outline and talking

pointsExamples (no names)Webinars and net meetings can

be overdone Reports can be generatedFeedback system

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Net MeetingsAdditional Tips – Net Meetings: Ideal for smaller groups that are

working on documents, projects, presentations, policies, procedures

Teleconference etiquette more important – muting, identification of speaker, noise, bad phones, cell phones and worn out batteries

Similar elements and tips to webinar on a smaller scale including items below

Audio connection can be over the computer or by telephone (toll)

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Different Events – Different Room Setup

Classroom Herringbone Rounds Squares Board Hollow Square U-shape Other

Room Setup

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Content MasteryGo to School on OthersTake NotesRead Support MaterialsTalk to OthersObserve the Process or SkillTalk to “Master Performers”Use the Skills

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consistent across the four modes

Like the legs on a chair the four modes work together to support our message

Building Credibility, Clarity, and Participation

Audiovisual

NonverbalSymbolic

Verbal

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Sending Messages to Participants Four Ways

Verbally Nonverbally Symbolically Audiovisually

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Audiovisual Aids - Purpose

Capture Attention Increase Understanding Focus Attention on Key Points Accelerate Learning Increase Retention Break Language Barriers

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Audiovisual Aids - Principles Stimulate Participation Increase Learning Clarify Concepts Are Simple Are Visible from a Distance Follow a Similar Format or Theme

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Audiovisual Aids - Guidelines One Main Idea per Visual Six Words per line Six Lines per Visual Horizontal Format Use Color!! Use Graphics!!

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A Facilitator is

The person responsible for helping a group develop an effective process for accomplishing its purpose

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Types of FacilitationSoftEnlightenedOpen-EndedPredetermined OutcomeManager Other

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Facilitator Roles

Provide Helpful TechniquesKeep Group Focused on TaskPeriodically Review ProgressEncourage ParticipationProtect IdeasManage ConflictConfront Disruptive Behavior

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Facilitators Should Avoid --

Judging or Criticizing Ideas or Values of Others

Projecting Their Own Ideas - Using Their Facilitator Role to Argue for Them

Making Procedural Decisions for the Meeting Without Consulting Participants

Making Lengthy Comments

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Preparing to FacilitateTen Tips 1. Review Written Materials2. Know Your goal3. Plan Timelines4. Make Your Own Notes5. Plan How to Present Key Concepts6. Plan Participation Methods7. Plan the Questions8. Plan & Prepare Audiovisual Aids9. Practice10.Plan to Have “Fun”

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Types of Questions

Open Questions Leading Questions Reflective Questions

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Tips – Good Questions Plan questions in advance Challenge participants Concise and clear Write out key questions Start with general, open

questions Start with easy questions Direct questions to different

participants

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Fielding Questions Important facilitation skill Affects adult

learning/participation climate Affects credibility Four strategies – depend on

situation and goal

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Strategies for Fielding Questions Refer question to the group Direct question to another

individual in the group Ask participant how they would

answer the question Answer the question yourself

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Handling Hostile Questions Rephrase the question –

“attacks” into “concerns” Ask group to respond to a

hostile person Allow their own opinion Examples of handling

hostile questions

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Problem People Latecomers Early Leavers Broken Records Doubting

Thomases Headshakers Dropouts Loudmouths

Attackers InterpretersGossipersKnow-It-AllBackseat DriverBusybody Interrupters How to Make Meetings Work,

New York: Whden Books, 1976

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Levels of Intervention Confront before the whole

group Address privately Directly approach Ask group Walk to disrupters Walk half-way toward

disrupters Stand up – refer to flip

chart Use gestures and body

language Agree Make eye contact Remain silent

low

High

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Facilitation Decisions“Vote or Not-to-Vote” - DiscussionFacilitator as a participant –

DiscussionOther facilitation decisionsOther topics

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Roundtable Discussion

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Join us for additional webinarsVisit www.nascanet.org for more

information.

Announcements

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NASCA Executive Director Mike Brown

Email mike-brown@nascanet.org

Closing Comments

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Ray LedgerwoodOwner1260 SE Harvest DrivePullman, WA 99163Cell 208.301.4728Email

rayledgerwood@msn.com

Board Works by Ledgerwood