Standards and Certification Training

Module A – AdministrativeA6. Productive Meetings and Appropriate Ballot Comments

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2 ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot Comments

REVISIONSCHANGE DATE

1/31/14 First Edition

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MODULE A COURSE OUTLINE

A1. Tools and ResourcesA2. Codes and Standards ProductsA3. Membership MaintenanceA4. Honors and AwardsA5. Publishing Codes and StandardsA6. Productive Meetings and Appropriate

Ballot Comments

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LEARNING OBJECTIVESAt the end of this module, you will be able to: • Understand the ASME policies and procedures

that apply to member conduct in meetings.• Use the information presented to hold more

productive meetings.• Understand common individual and group

pitfalls in meetings.• Gain insight into how to make the most of your

ASME meeting.• Ensure that your ballot comments are in a

constructive format.

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I. PRODUCTIVE MEETINGS

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HOW TO HOLD PRODUCTIVE MEETINGS

• Objectives

• Agenda• Attendee

s

• Procedures• Participatio

n• Action

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ADVANCE PLANNING• Why meet?

– Give information– Get information– Drive action– Foster understanding

• How and where to meet?– Face to face– Video conference– Teleconference– Web meeting

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MEETING ATTENDANCEWho should attend and why?

• Stakeholder (affected by development of standard)

• Special knowledge/ experience

• Decision maker(s)/Regulatory agencies

• Administrative personnel

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MEETING PREPARATION

• Announce meetings in advance to encourage maximum attendee participation.

• Agenda with time targets for each item– Distribute in advance

• Plan and prepare advance materials– Pre meeting reading / background material– Preparation / assignments

• Prior to the meeting, ensure that all required meeting materials are available and equipment is in working order.

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STANDARDS AND CERTIFICATIONPolicies and Procedures

• CSP-10 Committee Meetings– selection of meeting location, requirements for

meeting notices and locations and staff attendance.

• CSP-34 Tape Recording of Committee Meetings and Teleconferences by members or officers is prohibited.– Only the secretary, who is a member of ASME's

staff, may be permitted to tape under certain guidelines.

• Procedures for ASME Codes and Standards Development Committees Section 6.2 Meetings.

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RUNNING THE MEETINGTiming Can Be Everything

• Start your session on time• Control time: estimate time per agenda item

but be flexible• Use well-defined short breaks to divide long

meetings• Keep it short

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RUNNING THE MEETING• Create a positive environment

– “Your attitude determines your altitude”

• Maintain an environment which is constructive, productive AND fun

• Appropriate humor is good– If you need a lightning rod, YOU are it !

– Use humor in good taste

– Be aware of cultural differences

• Society Policy 15.9 on Discrimination and Harassment

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RUNNING THE MEETINGParticipation is Key

• Encourage participation by all attendees• Promote and stimulate discussion• Focus on content not personalities• Assist participants in expressing ideas• Don’t talk down to or argue with participants• Keep discussion on track

•Move unresolved items to a “Parking lot”• Sense tempo - Stay within allotted time• Handle all complaints

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SOME COMMON ERRORSLEADER

• Lack of objectives, agenda, or planning• Loss of control (or no leader)• Too long — exceeded time limit• Wrong people• Few dominate meeting — lack of

participation

• Lack of objectives, agenda, or planning• Loss of control (or no leader)• Too long — exceeded time limit• Wrong people• Few dominate meeting — lack of

participation

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SOME COMMON ERRORSPARTICIPANT CONDUCT

• Tardiness and absenteeism• Not paying attention (are you

sleeping?)• Over or under participation (don’t hog

the floor)• Lack of preparation (homework -

prepare notes)• Attacking leader/participants

(professionalism - focus on information)

• Tardiness and absenteeism• Not paying attention (are you

sleeping?)• Over or under participation (don’t hog

the floor)• Lack of preparation (homework -

prepare notes)• Attacking leader/participants

(professionalism - focus on information)

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SOME COMMON ERRORSPARTICIPANT CONDUCT

• Side-tracking the discussion (ensure comments are relevant)

• Overt and blatant negativism (find one good idea)

• Fear of ridicule or embarrassment (set objectives)

• Unclear on future actions (ask for clarification)

• Side-tracking the discussion (ensure comments are relevant)

• Overt and blatant negativism (find one good idea)

• Fear of ridicule or embarrassment (set objectives)

• Unclear on future actions (ask for clarification)

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MEETING WRAPUP

And in the end... • Review objectives to see if they have been met.• Review assignments — who, what, when• Discuss next meeting.

FINISH

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POST MEETING EVALUATION

• As a result of this meeting, who is to do what, when? Review the Minutes to ensure the Actions are highlighted.

• Gap analysis … Three part question– What should we do to improve our meetings ?– What should we not do ?– What should we do differently ?

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II. APPROPRIATE BALLOT COMMENTS

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BALLOT COMMENTS• Many of the same behaviors identified in meeting

participant conduct slides apply to commenting on ballots.– Comments should be businesslike, not discourteous

or unprofessional.– Comments should only address the items out for

ballot.– Comments shall never be used as a tool to attack

or belittle others. – Comments should avoid blatant negativism.

• Comments posted on C&S Connect can be viewed by all S&C Staff and may eventually be viewed by parties outside the committee.

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BALLOT COMMENTS

• Examples of inappropriate ballot comments:– “I don’t like this section.”– “The font used in this ballot is not appropriate.”– Comments unrelated to proposed revisions.

• Examples of appropriate ballot comments:– Section 4.2.1(a) replace the word “varies” with

“alternates”– 9-2.9.6(g), Repair - change "repairs shall" to

"repaired slings shall”– 17-2.1.4(e): Remove. This is covered in 17-2.1.1(a).

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BALLOT COMMENTS

• Per Codes and Standards Procedures – Disapproved votes should include an alternative

action that will resolve their disapproved vote. – Disapproved votes accompanied by comments

unrelated to the proposal under consideration, or without comments, shall not be further considered, are not required to be submitted for recirculation and shall be reported as “Disapproved without Comment”.

– Comments that are not related to the proposal under consideration shall be documented and considered in the same manner as submittal of a new proposal. The submitter of the comments shall be so notified.

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BALLOT RESPONSES• Per ANSI Essential Requirements, the committee

must give responses to all comments received on a ballot.

• Examples of appropriate responses to comments:– “Committee agrees” and/or “comment accepted”,

followed by proposed action.– “Committee disagrees” and/or “comment not

accepted”, followed by reason for disagreement with comment.

• Examples of inappropriate responses:– “The committee found your comments non-

persuasive.”– “You are the only one with this concern.”– “The committee did not agree with your

comments.” without a reason given.

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MODULE SUMMARY• Hold meetings or electronic conferences only

when required, as determined by the standards committee or the Chair on behalf of the standards committee.

• Chairs can prepare for the meeting by developing an agenda or outline which leads to the achievement of the meeting’s objectives, ensuring that the right attendees are present.

• Leaders and members all play a role in a productive meeting - avoid the leader and participant pitfalls.

• Making appropriate and constructive comments on ballots saves the committee time and ensures that your comments are adequately considered by the committee.

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REFERENCES• Codes and Standards Procedureshttp://cstools.asme.org/csconnect/CommitteePages.cfm?Committee=L01200000&Action=7609

− Section 6.2 Meetings− Section 7.2 Approval of Standards Action

• Codes and Standards Policieshttp://cstools.asme.org/csconnect/pdf/CommitteeFiles/7614.pdf

– CSP-10 Committee Meetings– CSP-34 Tape Recording of Committee Meetings and

Teleconferences – Procedures for ASME Codes and Standards

Development Committees Section 6.2 Meetings.

• ASME Society Policieshttps://www.asme.org/about-asme/who-we-are/governance/asme-society-policies?cm_re=Governance-_-Left%20Navigation-_-ASME%20Society%20Policies

– Society Policy 15.9 Against Discrimination (Including Discriminatory Harassment).ASME S&C Training Module A6. Productive Meetings and Appropriate Ballot

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REFERENCES AND ADDITIONAL RESOURCES

• ANSI Essential Requirements: Due process requirements for American National Standards

http://publicaa.ansi.org/sites/apdl/Documents/Standards%20Activities/American%20National%20Standards/Procedures,%20Guides,%20and%20Forms/2013_ANSI_Essential_Requirements.pdf

ADDITIONAL ASME RESOURCES• ASME Career Center Podcast on Managing

Meetingshttp://www.ebmcdn.com/asme/podcast_media/jobboard/series5.html