Effective Meeting Preparation Mamie Kanfer Stewart & Tai Tsao

1 /3Of all meetings are unproductive!

Meetings are Everywhere

•  How meeting preparation can lead to better meeting results.

•  The key components of effective meeting preparation.

•  Tips for implementing new meeting preparation techniques in your workplace.

What You Will

Learn

•  Decide if you really need a meeting.

•  Ensure the right people are there.

•  Enable others to prepare. •  Know if the meeting was a

success.

Why Prepare

for a Meeting

Do You Need A Meeting

Do you know what you need to move

forward?

Do you need others to make progress?

Do you know who will provide what you

need?

Is the situation complex, time

sensitive or require consensus?

Schedule and thoughtfully prepare

for the meeting.

Figure out exactly what you need:

- advice / input - a decision - approval / buy-in - team alignment - resources - work plan - clarity - information

Plan your next steps and get to work.

Decide who must be engaged (and who

should be kept in the loop).

Try using an alternative form of

collaboration:

- online document - chat application - email

Y Y Y Y

N N N N

©Meeteor2015www.meeteor.com

•  Why you are meeting (desired outcome)

•  What you will do (agenda topics/activities)

•  How people can prepare (pre-reading and instructions)

•  How people should act (norms)

Agenda Best

Practices

The 6 Meeting Whys

Desired Outcomes : Examples

THIS NOTTHAT

Approved budget for next quarter based on last

quarters performance.

To discuss last quarters financial results.

Stakeholder alignment on progress, gather feedback and decide on next steps.

To check in with the client on work progress.

THIS NOTTHAT

(approx. 10 min) Review attached file and come prepared to answer these questions: •  What surprised you? •  What concerns you? •  What is missing?

Review attached file.

Prework : Examples

THIS

•  Share ideas first and reserve judgment for later •  Offer ideas / topics for the backburner in order to

keep the conversation focused •  Signal when you are inquiring / advocating /

playing devils advocate •  Avoid “no, but” statements – try to build on the

ideas of others with “yes, and”

Norms : Examples

•  Get input from others on the agenda.

•  Share the agenda in advance.

•  Send a reminder for the prework.

•  Include time for a “Check-in” and “Check-out.”

•  Reserve the last 5 minutes for a wrap up.

Tips

•  Which team, project or meeting?

•  What tools? •  Who do you need to

involve? •  How will you get them on

board? Back at

the Office

•  Check out our software and services at www.meeteor.com

•  Sign up for our weekly blog on collaboration best practices at www.meeteor.com/blog

•  Contact us at mamie.kanfer.stewart@meeteor.com Learn

More

What is Meeteor Meeteor is a robust solution to address the challenges associated with unproductive meetings. Meeteor helps you leverage your meetings to drive productivity, build a healthy company culture and achieve greater results.

Technology Facilitate the use of meeting best

practices, making it easier to maintain smart ways of working.

Coaching Address the psychological aspects of

technology adoption, behavior and culture change.

Skill-Building Develop capabilities, understanding

and implementation of best practices.

Web and Mobile Apps Plan thoughtful agendas, capture crystallized next steps, and manage effective follow-through.

Pilot Programs, Orientation, etc. Get your team on board quickly and successfully.

Workshops, Blog, etc. Develop individual capabilities to plan, run, and manage meetings effectively.

Products & Services