effective meetings
TRANSCRIPT
Why have meetings?Top 5 reasons…
Effective Meetings• Why have meetings?
• Types of meetings• Lead an effective meeting• Meeting etiquette
Why do we have meetings?
See people
Show charts
Feel important
Write on a flip chart
Impress others
Types of meetings
Give Information
GIVE INFORMATION• Is this the best way to give this information?
• Could alternatives work just as well?
• Who is going to be there?
• What will they be expected to remember?
• Is it necessary that this is in person?
Use meetings to give information if:
• The topic is sensitive (i.e. would seem cold coming over email)
• The topic is complex (i.e. needs lots of focus, consideration to understand
• Keep your message simple and pared down
• Consider providing back up materials to enhance
• Consider providing question time to improve clarity
Get information
GET INFORMATION• Is it necessary that this is in person?
• Could alternatives work just as well?
• Who is going to be there?
• Will the participants have the answers?
• Is this information or training?
Use meetings to get information if:
• The topic is sensitive (i.e. would seem cold coming over email)
• The topic is complex (i.e. needs lots of focus, consideration to understand
• Consider sending your questions in advance
• Ensure you have the right person
• Make sure you document resulting information
Develop Options
DEVELOP OPTIONS• Is it necessary that this is in person?
• Could alternatives work just as well?
• Who is going to be there?
• Will everyone contribute?
• What will be done with the outcomes?
Use meetings to develop options if:
• The challenge is complex and you need to discover a variety of options
• You have the time and the willing participants to search for multiple options
• Articulate the challenge in advance
• Try different methods (groups, stickys, polls, etc..)
• Group composition matters
Make Decisions
MAKE DECISIONS• Is it necessary that this is in person?
• Could alternatives work just as well?
• Are the decision makers there?
• How will the decision be made?
• What will be done with the outcomes?
Use meetings to make decisions if:
• All the information is available or the timing is pressed and a decision is required
• You have the right participants who are able to make the decision
• Provide the background information in advance
• Make sure people know a decision is expected
• Take notes and discuss follow up
Warm magical human contact
TEAM BUILDING• Is the timing right for this?
• Is this the right thing for our culture?
• Can we afford to do this right now?
• Can someone plan this so it doesn’t suck?
• What will be done with the outcomes?
Use meetings to team build if:
• The team is in need of team building, and there’s time to do it.
• Someone is prepared to spend the time to make the activities meaningful and fun.
• Make it fun and interactive
• Include everyone on the team
• Be conscious of everyone’s perspectives
Lead an effective meeting
Do you need to meet?
Create objectives
Figure out who should come
Send out pre-work
Assign roles
Add extra time
• Decide whether you need a meeting or not• Meetings are expensive• Meetings are not always the most effective
• What type of meeting are you having?• Review your tips & tricks for that type of meeting.
• Come up with objectives• Why are you meeting?• What are the desired outcomes?• Phrase your objectives as actions.
• Think about who you invite• Are these the right people? • Have you invited people who aren’t crucial?• Will everyone know why they are invited?
• Create an agenda• Where are you meeting? Aim for distraction free.• When? Be considerate.• Include participants, objectives and timing.
• Send out pre-work (reading, past minutes, etc…)• Assign roles
• Note taker• Timer
• Send out post work• Action items• Minutes
Meeting Etiquette
It’s okay to say
Be on time!
Be prepared
Don’t be a jerk