Meeting auditing skills

Meeting Auditing Skills

www.optimumfx.com

Intent of session

This session will enable you to:

• Effectively audit a meeting to provide good quality feedback to the meeting owner

• Identify how to use the GROW model in a real life environment

Why audit meetings?

• To ensure that meetings operate at a consistently high standard irrespective of team and shift

• To provide an opportunity for 1-2-1 coaching with your team on key behaviours that directly affect utilisation

• To get an idea for the level of interaction between the engineering and operations departments at factory floor level

What does good look like?A good meeting:

• Has clear objectives and a defined purpose

• Specified attendees who attend on time and prepared

• Runs to time

• Is focused on objectives at all times

• Utilises good quality data at all times

• Reviews actions from the previous meeting for effectiveness

• Focus more on “what do we want to do to increase performance” than on “what went wrong in the last xx time”

• Sets good quality targets for driving performance – and identifies the actions necessary to achieve these targets

Auditing meetings

• The attached sheet provides structure for you to audit the meeting

• Before the meeting starts:– Confirm the purpose of the meeting and the

objectives to be met

– Ensure that the team understand why you’re attending their meeting

• During the meeting:– Your role is to allow the meeting to run its course

irrespective of the outcome

Auditing meetings

Core skills:

• During the meeting: Staying silent!– Just attending the meeting will change how it runs, the more active you are in the

meeting the more you’ll change how it runs.

• Providing feedback– If you have feedback for the meeting owner provide it after the meeting has

finished

– Great feedback helps someone have a realisation from which they can improve performance

Good quality feedback

• Great feedback will:– Embed good behaviour

– Identify one specific area that can be improved, and provide a specific example for how this could work

– Reinforce good behaviour

• Example feedback:– This is what I specifically liked about .......list a number of things that you

genuinely like

– In my opinion what you could do even better next time is......................... list a number of improvement areas

– And finish with an overall positive

If you audit meetings

• If you audit meetings:– You will be able to regularly interact with your teams to support them to

improve performance

– You will create robust processes that can be constantly improved to deliver real benefit

– You will be able to train up your team to perform at a significantly higher level

• If you don’t audit meetings:– Over time meetings will loose their effectiveness and quality meaning

that you are far less likely to achieve sustainable results