the art of herding cats: how to run effective meetings that are productive and that all enjoy...

The Art of Herding Cats:How to Run Effective Meetings that are Productive and

that all EnjoyUniformed Services University of the Health Sciences

October 11, 2011

Ted Epperly, MD, FAAFPProgram Director and CEO,

Family Medicine Residency of Idaho – Boise, Idaho

Clinical Professor of Family and Community MedicineUniversity of Washington School of Medicine

Past President and Past Chairman of the BoardAmerican Academy of Family Physicians

Objectives

1. List the five phases of a meeting.2. Recite what animal the leader of

the meeting should not be.3. State five of eight items that are

good rules of leadership during a meeting.

Herding Cats

Start with the End in Mind

Five Phases of a Meeting1. Pre-Meeting2. Starting the

meeting3. The meeting4. Ending the

meeting5. Post-Meeting

Pre-Meeting

Preparation, preparation, preparation!

Communicate with key people Organized / Clear Agenda Action Items vs. Discussion Items

vs. Information Items Anticipate Ticklish Issues Understand the Politics Review Strategic Plan / Work Plan

Starting the Meeting

Start on Time Welcome!

Introductions Inspire! Clarify the Ground

Rules– Who Motions / Who

Votes – The Queue – Discussion Time– Be in Charge

Set the Tone

The Meeting

Preview the Agenda Clarify Informational

vs. Action Items Discussions and

Motions Conductor and Chef Remember its about

the team and not about you.

Process vs. Content

The Meeting, cont’d.

Keep it Moving Watch Time Extraction

Process Keep it Fun Be Flexible Ensure Voices are

Heard The Art of Breaks

The Meeting, cont’d.

Summarize / Clarify

Sensitivity to Issues

Neutral / Represent All

Delegation Use of

Committees /Sub-Committees

Ending the Meeting

Final Comments Thank People

Liberally Summarize

Actions Inspire! Next Meeting End on Time

Post-Meeting

Debrief with Key People Prioritize “To Do” List Ensure People are on Track to Get

Things Done Help with Work Member – Member Contact /

Accountability The “Longer it Sits the Longer it

Sits”

Do it Again at the Next Meeting Consistency is Important

Reflect on what went well and what didn’t.

What are the lessons learned?

“To grow is to change and to improve is to have changed often.”

“That that does not kill you makes you stronger.”

“All of us are smarter than any of us!”

The Leaderas seen by…

The Other Team Members

The Leaderas seen by…

Themselves

Then there are the “Higher Ups”…

Helpful Hints / Lessons Learned Have Fun with This! Opportunity – To Make Things Happen Sensitivity to Your Group Smile Use Humor Liberally

and Often Can’t Be All Things to

All People

Helpful Hints / Lessons Learned, cont’d. Take the High Road

– Integrity– What’s Right for the Academy /

Commission / Your Group Work as a Team / Synergy Use Questions vs. Direct

Confrontation Not Everyone will Agree Role Modeling / Teaching

What the leader of the meeting should NOT be!

What the leader of the meeting should NOT be!

What the leader of the meeting should NOT be!

What the leader of the meeting SHOULD be!

Rules of Leadership During a Meeting Develop & Communicate Strong Beliefs Be Optimistic Be Courageous Be Ethical Prepare Relentlessly Understand Teamwork Be a Good Communicator Have a Sense of Humor

Conclusion

Remember, it’s about the Team not You Five Phases of a Meeting

1. Pre-Meeting2. Starting the Meeting3. The Meeting4. Ending the Meeting5. Post-Meeting

Prepare, Prepare, Prepare Be in Charge / Set Rules / Be Flexible Stay on Time Keep it Moving Have Fun Thank People

Questions