June 2002 USDA Natural Resources Conser vation Service 1 Critical Meeting Elements: Preparation to Minimize Conflict
Dec 28, 2015
June 2002 USDA Natural Resources Conservation Service
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Critical Meeting Elements: Preparation to Minimize Conflict
June 2002 USDA Natural Resources Conservation Service
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Session GoalsSession Goals
Critical meeting elements
Who does what to make a meeting
work?
Decision making - consensus
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Critical Meeting ElementsCritical Meeting Elements
Clearly defined meeting purpose,
desired objectives or outcomes and
an agenda
Meeting environment
Meeting agreements - rules of civility
Meeting leadership
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Critical Meeting ElementsCritical Meeting Elements
Interpersonal relationships
Defined decision making procedures
Follow up - after the meeting
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The MeetingThe Meeting
Before
During
AfterSource: USDA NRCS Social Science Institute
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Before the Meeting
Determine . . . . .
Why are we meeting?
Who should we invite?
When is the best time to meet?
Where should the meeting be held?Source: USDA NRCS Social Science Institute
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Before the MeetingBefore the Meeting Meeting purpose, objectiveMeeting purpose, objective
Why is the meeting necessary? The
purpose must be a clear statement.
What do you hope to get out of the
meeting? What are the objectives or
desired outcomes?
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Before the MeetingBefore the Meeting Meeting purpose examplesMeeting purpose examples
Plan for the next steps for _______Decision on _________Receive ________ report and make
plans to follow upBrainstorm ideas for __________Decide on the future direction of ___ Next meeting: Agree on agenda,
date, time, topics, purpose, desired outcomes
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Before the MeetingBefore the Meeting Meeting Meeting Desired Outcomes examplexample
Plan prepared for ___________ Prioritized list of ideas for future direction Decision on ______________ Decisions on next action steps and who will take the lead, timing Decision on next meeting agenda, location, time, date, topics, purpose, desired outcomes
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Before the MeetingBefore the Meeting Meeting agendaMeeting agenda
List the topics to be covered - be realistic about what can be covered in the timeframe; prioritize topics
List the times allotted to each topic Include details - results desiredSend out ahead of meeting -
minimum one week before
Source: USDA NRCS Social Science Institute
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Before the Meeting Before the Meeting
Meeting environmentMeeting environment
Make arrangements for:Meeting room, comfortable, bright,
clean, appropriate temperature, good air circulation, room layout, accessible
RefreshmentsMicrophoneBreaks, social time
Source: USDA NRCS Social Science Institute
June 2002 USDA Natural Resources Conservation Service
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Before the MeetingBefore the Meeting Other ConsiderationsOther Considerations
Check open meeting law requirements
Provide good directions to meeting location - map too
Ensure facility is accessibleObtain interpreters as
appropriate
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During the MeetingDuring the Meeting
Getting down to businessGetting down to business
IntroductionsFacilitatorRecords/minutes of the meetingMeeting agreements, guidelines, (or
ground rules)Discussion of topicsMaking decisions
Source: USDA NRCS Social Science Institute
June 2002 USDA Natural Resources Conservation Service
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During the MeetingDuring the Meeting
Meeting agreementsMeeting agreements
Establish or review meeting agreements at the start of the meeting
Schedule breaksStart and end on timeDecide on a style of decision
making
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During the MeetingDuring the Meeting
Sample meeting agreementsSample meeting agreements
Participate fully; share the air.All ideas have value. Honor each
other’s perspectives One person speaks at a time. No personal attacks. Focus on issues,
not each other.Turn off cell phones.Keep the discussion focused.
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During the MeetingDuring the Meeting
Who does what? RolesWho does what? Roles
Leader/chairperson/manager
Facilitator (Not the leader)
Recorder
Source: USDA NRCS Social Science Institute
June 2002 USDA Natural Resources Conservation Service
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During the MeetingDuring the Meeting
Who does what? RolesWho does what? Roles
Subject matter expert
Timekeeper
Collaborative participants - are
essential !!
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During the MeetingDuring the Meeting
Collaborative ParticipantsCollaborative Participants
Are active in the processListen carefully and are open to
other ideasHelp the dialogue stay focusedSupport the meeting agreementsHelp facilitator remain neutralHelp the recorder be accurate
Source: USDA NRCS Social Science Institute
June 2002 USDA Natural Resources Conservation Service
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During the MeetingDuring the Meeting
Roles of participantsRoles of participants
One person can have several
roles
Roles can change depending on
the meeting
Flexibility
Clear rolesSource: USDA NRCS Social Science Institute
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During the MeetingDuring the Meeting
Building RelationshipsBuilding Relationships
Leave rank at the doorShow mutual respect - No personal
attacks All need to be in the loop --
listening and providing feedbackBe aware of non-verbal messagesEach person take responsibility
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During the MeetingDuring the Meeting
Decision making proceduresDecision making procedures
Be clear on style or method you choose
Robert’s Rules of OrderVotingQuorumConsensus -- be clear so people
know what they agree toAll participate
Source: USDA NRCS Social Science Institute
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During the MeetingDuring the Meeting
What Is Consensus?What Is Consensus?
Consensus is a decision-making process that stresses the cooperative development of a decision with group members working together rather than competing against each other.
Source: Cynthia King, Communications Catalysts
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During the MeetingDuring the Meeting
ConsensusConsensusFull consensus does not mean that
everyone must be completely satisfied with the final outcome.
The decision must be acceptable enough that all will agree to support the group in choosing it and not sabotage the outcome.
There is no single correct method for “doing” consensus
Source: Cynthia King, Communications Catalysts
June 2002 USDA Natural Resources Conservation Service
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During the MeetingDuring the Meeting
Benefits of ConsensusBenefits of Consensus
Quality of the decision
Creativity
Commitment
Fostering values and skillsSource: USDA NRCS Social Science Institute
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During the MeetingDuring the Meeting
Attitudes that impede consensusAttitudes that impede consensus Competition Lack of concern in others’ interests Individual ownership of ideas Suppressing feelings or conflict Deferring to or relying on authority Social prejudices reflected in group
dynamicsSource: USDA NRCS Social Science Institute
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During the Meeting
Attitudes that support consensus
Cooperation Emphasis on mutual trust Common ownership of ideas Valuing feelings and conflict Making an effort to equalize power Valuing the contribution of all members
Source: USDA NRCS Social Science Institute
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During the MeetingDuring the Meeting Decision- Making is a ProcessDecision- Making is a Process
Divergent thinking
Convergent thinking
Source: Facilitator’s Guide to Participatory Decision-Making, S. Kaner,1996
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During the MeetingDuring the Meeting Divergent ThinkingDivergent Thinking
Generating alternatives
Free-for-all open discussion
Gathering diverse points of view
Breaking down a problem into piecesSource: Facilitator’s Guide to Participatory Decision-Making, S. Kaner, 1996
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During the MeetingDuring the Meeting Convergent ThinkingConvergent Thinking
Evaluating alternatives
Summarizing key points
Sorting ideas into categories
Arriving at a general conclusionSource: Facilitator’s Guide to Participatory Decision-Making, S. Kaner, 1996
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The Diamond of Participatory Decision-Making
Groan Zone
Divergent Zone
ConvergentZone
NewTopic
Closure Zone
Source: Facilitator’s Guide to Participatory Decision-Making, S. Kaner, 1996
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During the MeetingDuring the Meeting Bringing ClosureBringing Closure
Summary
Next Steps
Commitment to Action
Feedback/Evaluation
Recognition of good work
Source: USDA NRCS Social Science Institute
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During the Meeting
Bringing Closure
Future Meeting Plans Next meeting
Date and time
Location
Draft meeting agendaSource: USDA NRCS Social Science Institute
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During the Meeting Meeting Evaluation
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After the MeetingAfter the Meeting
Prepare minutes/notes and send them out
Compile action register-- who will do what, when, and where. Include with the minutes.
Follow-up on tasksFollow through-get tasks done
Source: USDA NRCS Social Science Institute
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Summary Summary What are the critical meeting elements?What are the critical meeting elements?