ICR3A Presentation

Conducting Better Meetings: A Proposed Strategy

for the Departments of ICR3A

Prepared by: Anna Armas, Aaron Carpenter, Ingrid Finstuen,

Rachel Lloyd, Chauntain Stevens, and Ann Van Buren

3/10/15 ICR3A Mee-ngs 1

Contents Introduction

The Background The Problem Our Goals

Successful Meeting Components Before the Meeting During the Meeting After the Meeting

The Handbook Conclusion Questions


Introduction


The Background


ICR3A started as a small company of 50 employees.

Collaboration is essential.

1 hour long

Focused on current projects and departmental concerns

Weekly departmental meetings.

The Problem


• 75 technical specialists • 25 administrative and support staff

ICR3A has doubled in size.

• Go too long • Accomplish too li=le • Occur too oAen • Cost too much

Mee-ngs are ineffec-ve and inefficient.

Comparing Meeting Costs to the Company Profit

The Goals


• Less frequent • Better time management

Make meetings more productive

• Before • During • After

Standardize the meeting process

• Agenda template • Minutes template

Generate meeting materials

The Meeting as a Process


Before the Meeting

During the Meeting

After the Meeting

Successful Meeting Components




Before the Meeting

Before the Meeting

Identify a Purpose

Contact Attendees

Create an Agenda

Distribute an


•  Identify Topics •  Identify Involved

Parties


VP of Marke-ng

Marke-ng Directors

Senior Marke-ng Specialists

Marke-ng Coordinators

Marke-ng Assistants

Meeting X

Meeting Y

Meeting Z

Not very many meetings require everyone.

Before the Meeting

Identify a Purpose

Contact Attendees

Create an Agenda

Distribute an


•  Seek out parties and confirm availability

•  Confirm time and location

•  Solicit new topics and confirm relevance

•  Identify time allocations

Before the Meeting

Identify a Purpose

Contact Attendees

Create an Agenda

Distribute an



Before the Meeting

Identify a Purpose

Contact Attendees

Create an Agenda

Distribute Agenda


•  Give recipients plenty of time for review.

•  Request review of previous meeting minutes.

Before the Meeting

Identify a Purpose

Contact Attendees

Create an Agenda

Distribute Agenda




Before the Meeting

During the Meeting

During the Meeting

Assign Roles

Contact Attendees

Create an Agenda

Distribute an


•  Chairperson •  Facilitator

During the Meeting

Assign Roles

Open the Meeting

Create an Agenda

Distribute an


•  Review the agenda

•  Review the ground rules


Do not use personal

electronics.

Avoid private conversations.

Refrain from interrup-ng other

speakers.

Address comments only to the issues at

hand.

The Ground Rules

During the Meeting

Assign Roles

Open the Meeting

Create an Agenda

Distribute an


•  Review the agenda

•  Review the ground rules

•  Review minutes

During the Meeting

Assign Roles

Open the Meeting

Conduct the

Meeting

Distribute an


•  Keep the meeting on task


Use a flip chart. Use an idea bin.

Acknowledge disrup-ons.

Get the mee-ng back on track.

Keep a Mee-ng on

Task

During the Meeting

Assign Roles

Open the Meeting

Conduct the

Meeting

Close the Meeting


•  Check for consensus on agreements.

•  Assign action items.


During the Meeting

Assign Roles

Open the Meeting

Conduct the

Meeting

Close the Meeting


•  Check for consensus on agreements.

•  Assign action items.

•  Revisit the idea bin.



Before the Meeting

During the Meeting

After the Meeting

After the Meeting

Complete Minutes

Contact Attendees

Create an Agenda

Distribute an




After the Meeting

Complete Minutes

Distribute Post-Meeting

Materials Create an Agenda Distribute an


•  Thank-you note


Provide any promised

information.

Thank participants for their time.

Reiterate the importance of the mee-ng topics

Restate your concerns and requests.

Post-‐Mee-ng Thank You

After the Meeting

Complete Minutes




•  Thank-you note •  Minutes

After the Meeting

Complete Minutes




•  Thank-you note •  Minutes •  Satisfaction

survey


What was good about the meeting?

What was bad about the meeting?

What did you learn?

What do you think could be be=er in

the future?

Sa-sfac-on Survey

After the Meeting

Complete Minutes


Materials

Archive Meeting

Documents Distribute an


•  Agenda •  Minutes •  Supporting

materials

After the Meeting

Complete Minutes


Materials

Archive Meeting

Documents

Check on Required Actions



The Handbook



The result: A handbook covering best practices for meetings at ICR3A

Applicable to every department

Dynamic and easily customizable


Various handbook formats maximize the usability.

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Conclusion



A best practices handbook will get us all on the same page.

A greater understanding of the successful meeting process

More efficient and effective meetings at ICR3A

Questions
