june 2002usda natural resources conservation service1 critical meeting elements: preparation to...

June 2002 USDA Natural Resources Conservation Service

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Critical Meeting Elements: Preparation to Minimize Conflict


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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



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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



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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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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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Who does what? RolesWho does what? Roles

Leader/chairperson/manager

Facilitator (Not the leader)

Recorder



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Who does what? RolesWho does what? Roles

Subject matter expert

Timekeeper

Collaborative participants - are

essential !!


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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



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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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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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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



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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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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


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Benefits of ConsensusBenefits of Consensus

Quality of the decision

Creativity

Commitment

Fostering values and skillsSource: USDA NRCS Social Science Institute


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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



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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



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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



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Summary Summary What are the critical meeting elements?What are the critical meeting elements?

june 2002usda natural resources conservation service1 critical meeting elements: preparation to...

Documents

meeting meeting agendalist

meeting room

meeting minimum

meeting work

meeting necessary

review meeting agreements

social timesource

desired objectives