Strategies for Successful Meetings

Unproductive Meetings

• Two areas that cause problems with meetings– The meeting structure– The participants

Successful Meeting Guidelines• Start on time• Have a goal for the meeting• Have an agenda

– And hand it out ahead of the meeting

• Stay focused• Document assignments and

responsibilities• Set time and date for the next

meeting• End on time

Setting Rules

• When having meetings, ground rules should be set prior to meetings– The ground rules should be applicable

to all meetings– They should be posted on a bulletin

board, etc. in the meeting room– All people should have a copy as well– The rules must be adhered to

As the Meeting Leader …

• Three major steps to successful meetings– Planning– Preparing– Promoting

Planning

• One can’t build a house without a plan– Set a goal: Your first task in planning

your successful meeting is to decide just what you want the meeting to accomplish. Why are you holding a meeting? Any or all of the following are justifiable and general reasons for holding a meeting:

• 1. To make a decision. Your purpose is to allow everyone who will be affected the opportunity to have input in that decision.

• 2. To analyze and solve a problem. In this situation you want input from people with different perspectives and access to different facts that have bearing on a problem.

• 3. To resolve conflict. You want to get the warring factions together to find some common ground for agreement.

• 4. To provide information. Your goal is to share information that meeting participants can use as a basis for future action.

• 5. To recognize accomplishments. Your goal is to recognize and reinforce individuals or groups of individuals who have improved performance or contributed to the achievement of company goals.

Prepare

• Prepare a List of Specific Agenda Items– Once you have the general reasons for

holding the meeting in mind, begin to list specific agenda items.

• What specific problems do you want to solve? • What information do you need to share?  • What areas of conflict need to be addressed? • Which individuals or groups should you reinforce?

• Decide Who Should Attend Your Meeting– Once you have the general goal and specific

agenda items in mind, you have the information to decide who should attend.

• Who has official responsibility for this item?• Who must carry out any decision made about this

item?• Who must approve a decision about this item?• Who possesses information about this item?• Who can make a unique contribution to the

discussion on this item because they have a unique or unusual viewpoint?

• Select items needed for presentation.– Charts, – Graphs, – Diagrams, – Reports, – Slides, – Projectors,– Flip charts, etc.

• Select a Meeting Room– There is no such thing as an all-purpose

meeting room. If you have a choice of rooms, you should keep in mind the following criteria:

• Choose a room appropriate to the size of the group– Avoid a room with windows if possible

– Seat attendees facing away from the windows

• Avoid a long, narrow room• Choose a "U" or "horseshoe" arrangement for chairs

and tables, or select a room with a large conference table

• Choose a room with an entrance/exit at the rear of the room (opposite the side participants are facing).

Promoting

• Your two primary objectives in conducting any meeting should be to– Keep the meeting focused on the

goal(s) – Stay on schedule.

• Keep meeting focused– Always begin the meeting by welcoming

the participants and briefly summarizing the agenda

– Emphasize the goal(s) of the meeting and the results you hope to obtain.

– Ask for their cooperation and participation.

Exercise

Starting a Meeting

– Don’t make speeches.• Since you want the participants' ideas and opinions

you should listen and guide the discussion

– To stimulate discussion, ask open-ended questions

• Those that cannot be answered with a yes or no).

– If the discussion tends to wander off track of the main point

• listen for a pause from the person speaking and say: “Those are good points, but I think we are getting a little off track. What I'd like us to focus on is …

– Encourage participation by:• Use active listening to draw people out

– Paraphrase, be attentive, don’t interrupt

• Reinforce and acknowledge positive participation both verbally and non-verbally

• Ask for concrete examples • Draw out people that have expertise• Draw out quiet people• Be supportive of new/different ideas• Distinguish assumptions and opinions from

facts

Exercise

Facilitating Participant Involvement

– If you feel you are losing control or need to get their attention, do one or more of the following:

• Stand up• Walk around the room• Walk to a point where you are standing just behind

the person talking or disrupting the meeting• Raise the volume of your voice• Pick up an object (marker, pointer, etc.) and hold it

in your hand—yes, that simple act will get their attention

• Tap on the table or on the side of a glass or cup• Flip the light switch on and off.

– Managing differences and resolving conflict

• Be sure minority views are heard• Focus on the idea, not the person• Have people paraphrase the previous idea• Use conflict resolution steps

– Define common ground– Isolate points of disagreement and have each

side make clear statements (not personal)– Look at synergistic alternatives– Come up with consensus– Plan for evaluation of ideas/solutions afterward– Refocus the meeting

Four Steps to Effective Messages

• What do I want to communicate?– What key points do I want the listeners

to remember?– What do I expect them to do with the

message?– What do I expect them to pass on to

others?

• Who are the people receiving the message?– The words, examples, how, and when

you send the message should be determined largely by your intended audience

– You have to send a message the audience members will understand

• Why should they listen?– What addresses their needs and will

help them solve their problems. • If you want to get your message across,

you have to demonstrate that your message is relevant to your audience

• Ask yourself, “How can I present my message in a way that relates to a problem, need, or concern they have?”

• Use only words, phrases, and illustrations you are sure will be understood – Constantly ask yourself, “How can I simplify

this point and make it more direct?” – If the content of your message is technical,

ask yourself, “How can I present the same information in a non-technical way?”

Avoid Communication Breakdowns

• What is the real goal of your message?

• What are the needs of your listeners?

• What are the styles of your listeners?

• Do you have all the necessary supporting materials and documents?

• Would handouts, visuals or demonstrations be effective?

• What is the best time and place to present?

Four Steps to Effective Delivery

1. Dress appropriately.– Wear something comfortable and conservative. Avoid

bright white shirts, large jewelry and brass buttons or anything that could cause a distraction

2. Maintain eye contact with the audience.– Look for a friendly face at the center of the room and

deliver your introduction to that person. – Then continually move your gaze around the room,

giving each thought to a different person.

3. Vary your tone of voice and speed of delivery.– Show enthusiasm for your topic with your voice.

• Do not speak too quietly, too slowly, too loudly or quickly. • Do not use verbal fillers such as, "um," "uh," and "you

know." Instead, pause silently.

4. Use gestures and facial expressions effectively.– Smile at the audience. – Use hand gestures when appropriate. – Between gestures, rest hands at your sides or lightly

on the podium. – Lean slightly forward. – Move away from the podium, if possible.

Managing Questions and Answers

• Why have questions?– Stimulate the listeners – Allow you to re-emphasize points and

bridge to benefits– Give you a opportunity to introduce new

material

Some Pointers

• Try to be prepared for the most difficult questions with good answers

• Turn negatives to positives and bridge to benefits

• Refine and simplify your answers

• Pause and think before answering

• Focus questions on subject at hand

Problem Questioners

• Supporter

• Detailer

• Negator

• Filibusterer

• Sharpshooter

• Repeat question– Look at the person asking the question, and

repeat it, especially if there is a large audience or if you need a moment to think.

– By repeating the question you also insure you understood what the person asked.

– However, do not continue looking at the person once you start to answer the question

• Be concise– Keep your answer concise and to the point.

• The loaded question– Don’t answer a loaded question; defuse it

before you answer. • Before answering a question such as, “What are

you doing with all the money you are making from increased prices?” defuse it by saying, “I understand your frustration with the recent rate increase. I believe what you are asking is, ‘Why such a sudden increase in rates?’” Then answer that question.

• Comment instead of question– Sometimes you will have a listener raise his or

her hand and instead of asking a question will make an extended comment—or a speech. This person has no question.

– The way to handle this is to watch the person’s speaking rate, and when he or she takes a moment for a breath interrupt with “Thanks for your comment….Next question?”

– Look to the other side of the room and the long-winded speaker is not sure whether you interrupted him or whether you really thought he or she was finished.

• Don’t praise questions– Don’t evaluate questions. Avoid saying “That

was a great question,” or “Good question.” • If the next person asks a question and you give no

positive adjective, then the person may think you did not approve of the question and that could stifle others from asking questions.

– If you want to affirm a specific question, simply say, “Thanks for asking that question.” Make everyone feel equally good about asking questions.

• If you don’t know the answer– Admit it– Explain why– Offer to follow up, etc.