effective meeting management
TRANSCRIPT
Effective Meeting Management
Marta Filipski & Matt Summers
Vancouver Coastal Health
Do you run “Tripp Crosby”
meetings?
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Agenda Foundations for Effective Meeting
Management :
• Do you need a meeting?
• Responsibilities of a facilitator
• Appropriate facilitative tools to increase
engagement
Developmental facilitation:
• Balance leadership and facilitation roles
• Address disruptive behaviours and differing
opinions
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Why care about meetings and
facilitation?
(1-2-4-all)
Common criticisms of meetings
are that they are:
• too long and not well organized
• often not needed or held too frequently
• do not achieve anything
• can be dominated by a few people
• do not deal with the important issues
5
Your brain and meetings….
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Your brain and meetings….
• Social connection VS the Social rejection IMPACT on
engagement in your meetings.
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The Brain in threatening
meetings
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Attention in meetings
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Multitasking in Meetings -
Exercise
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3 Tips for your meetings from
the neurosciences:
• Build in time and questions
• Engage their social brains
• Get your participants to think abut their
own thinking (called metacognition)
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Consider
Healthy
Meeting
Habits
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Chairing effectively starts
with great facilitation
What is a facilitator?
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“A facilitator is a person who is acceptable to all members of a group, substantively neutral, and with no decision-making authority, who intervenes to help a group improve the way it identifies and solves problems, and makes decisions in order to increase the group’s effectiveness.”
Roger Schwartz
What does a facilitator do in
a meeting?
• Start and finish on time.
• Facilitate discussion.
• Delegate an individual for each follow up action identified during the
meeting.
• Ensure adherence to the agenda and timing.
• Ensure full participation from all members by making it safe for all to
do so.
• Assign a person to record any issues, ideas, decisions and actions.
(Who will do what by when?)
• Evaluate/solicit feedback for the meeting.
• End early when possible!
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Foundations of Facilitation
Facilitation
Tools
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Liberatingstructures.com
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What are some
ineffective behaviors
that show up in your
meetings? (POPCORN)
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“1-2-4 All”
Sequence of Steps and Time Allocation
• Silent self-reflection by individuals- 1 min
• Generate ideas in pairs, building on ideas from self-
reflection- 2 min.
• Share and develop ideas from your pair in foursomes
(notice similarities and differences)- 4 min.
• Ask, “What is one idea that stood out in your
conversation?” Each group shares one important idea
with all (repeat cycle as needed). 5 min.
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1-2-4-All application
How can you effectively manage a meeting
where everyone keeps checking their
blackberry/phone?
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Ineffective/Disruptive vs.
Effective Meeting Behaviors
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1.How might you
mitigate this behavior
when it show up?
(25/10 Crowd Sourcing)
Thinking Styles
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• White Hat – neutral and objective, concerned
with facts and figures
• Red Hat – emotional, using intuition and giving
gut reactions
• Black Hat – focuses on the negative, why
things cannot be done; helps you spot fatal flaws
and risks before you embark on action
Thinking styles
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• Yellow Hat – optimistic, concerned, focuses on
the positive; helps you keep going when
everything seems gloomy and difficult
• Green Hat – creativity and new ideas, out of
the box thinking
• Blue Hat – concerned with control and
organization of thinking processes; the hat often
worn by people chairing meetings
Setting you up for success – your next
meeting
• Think of a forthcoming meeting you are
attending or facilitating
• How will you apply one tool or learning from
today’s session that will best support your
meeting needs?
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Thank You for Attending