Effective Meetings

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