Week 7Week 7

ActivityActivity

SAVE GOODWINSAVE GOODWINYou and your team must save Goodwin You and your team must save Goodwin

(and East Hartford) from a nuclear (and East Hartford) from a nuclear meltdown…meltdown…

BrainstormingBrainstorming

Getting the collective ideas Getting the collective ideas from team membersfrom team members

SynergismSynergism The product of the group is a The product of the group is a

multiple, not a sum, of the product of multiple, not a sum, of the product of the individuals within the group.the individuals within the group.

Free flow of ideasFree flow of ideas Rapid fire ideasRapid fire ideas List in as few words as possibleList in as few words as possible

Four Rules for Four Rules for BrainstormingBrainstorming

1.1. Criticism & evaluation are “out”Criticism & evaluation are “out”2.2. Freewheeling is welcomedFreewheeling is welcomed3.3. Quantity is desiredQuantity is desired4.4. Combination & improvement are Combination & improvement are

soughtsought

Criticism & EvaluationCriticism & Evaluation Creativity & spontaneity stop if Creativity & spontaneity stop if

members start criticizingmembers start criticizing Defensiveness or asking for Defensiveness or asking for

explanation hinders creative flowexplanation hinders creative flow When the group starts to talk about When the group starts to talk about

the ideas, they leave the the ideas, they leave the brainstorming phase for the brainstorming phase for the evaluation phase.evaluation phase.

Free WheelingFree Wheeling Impractical & wild ideas are Impractical & wild ideas are

welcomedwelcomed

QuantityQuantity The greater the number of ideas, the The greater the number of ideas, the

greater the number of useful ideas.greater the number of useful ideas. Allows for exploring many ideasAllows for exploring many ideas Keep ideas to a few word descriptionKeep ideas to a few word description Duplication is fine, sort them out Duplication is fine, sort them out

later.later.

Combination & Combination & ImprovementImprovement

Combine ideas to form a new ideaCombine ideas to form a new idea Read back ideas to stimulate Read back ideas to stimulate

thinkingthinking

Rules to keep in mindRules to keep in mind Appoint a recorder or two to keep Appoint a recorder or two to keep

ideas flowingideas flowing Remember Why? What? Where? Remember Why? What? Where?

Who? When? How?Who? When? How?

Brick ActivityBrick Activity

The Indispensable BrickThe Indispensable Brick1.1. 10 Minute Activity10 Minute Activity

10 Break10 Break

ActivityActivity

CRITICAL THINKING

Critical ThinkingCritical Thinking Question:  What do the following Question:  What do the following

words have in common?words have in common?

Assess, Banana, Dresser, Grammar, Assess, Banana, Dresser, Grammar, Potato, Revive, Uneven, VoodooPotato, Revive, Uneven, Voodoo

Critical ThinkingCritical Thinking Answer:  If you take the first Answer:  If you take the first

letter and move it to the rear of letter and move it to the rear of the word, you get the same word the word, you get the same word when read backwards. when read backwards.

Critical ThinkingCritical Thinking Question:  Question: 

What do the numbers 11, 69 and 88 What do the numbers 11, 69 and 88 have in common?have in common?

Critical ThinkingCritical Thinking Answer:  Answer: 

They appear the same right side up They appear the same right side up as they do upside down.as they do upside down.

Critical ThinkingCritical Thinking How many addition signs should How many addition signs should

be put between digits of the be put between digits of the number 987654321 and where number 987654321 and where should we put them to get a should we put them to get a total of 99?total of 99?

ANSWERANSWER 1)  9+8+7+65+4+3+2+1 = 99   1)  9+8+7+65+4+3+2+1 = 99  

7 addition signs.      7 addition signs.      2)  9+8+7+6+5+43+21 = 99    2)  9+8+7+6+5+43+21 = 99   

6 addition signs.6 addition signs.

Pronounced as one letter, and Pronounced as one letter, and written with three, two letters there written with three, two letters there are, and two only in me. I'm double, are, and two only in me. I'm double, I'm single, I'm black, blue and gray. I'm single, I'm black, blue and gray. I'm read from both ends, and the I'm read from both ends, and the same either way. What am I? same either way. What am I?

ANSWERANSWER EYEEYE

Workplace BullyingWorkplace Bullying

ExamplesExamples Share some personal examples?Share some personal examples?

Workplace BullyingWorkplace Bullying What is the impact on:What is the impact on:

IndividualsIndividuals TeamTeam OrganizationOrganization ProductionProduction PerceptionPerception RecruitmentRecruitment

FactorsFactors What can cause it?What can cause it? What are the signs of it?What are the signs of it? What can individuals do to reduce it?What can individuals do to reduce it? What can teams do to reduce it?What can teams do to reduce it? Can it ever be eliminated?Can it ever be eliminated?

Effective MeetingsEffective Meetings

Solving the riddleSolving the riddle

Preliminary ThoughtsPreliminary ThoughtsWho likes a meeting…

• Without a clearly defined agenda• That seems to drag-on forever• That rambles from topic-to-topic • That ends without any apparent result?

These types of meetings are • Frustrating• A waste of one of the most valuable resources of any

organization – time.

Meeting ManagementMeeting ManagementMany people are promoted, elevated, or elected into leadership positions without receiving any formal training or education on how to run an effective meeting.

SeniorityNum

ber o

f Me e

t ing s

Meeting problem solutionsMeeting problem solutions Which three are most common in Which three are most common in

meetings you attend? On the next slide, meetings you attend? On the next slide, brainstorm a solution for each and at brainstorm a solution for each and at your next meeting, use your solutionsyour next meeting, use your solutions

For example…For example… Meeting problem 1: Meeting problem 1: No agenda or planNo agenda or plan Solution: Solution: Even if you are not officially leading the Even if you are not officially leading the

meeting, develop a general outline of what you expect meeting, develop a general outline of what you expect for and from the meeting. Share it at the beginning of for and from the meeting. Share it at the beginning of the meeting. the meeting. “My understanding is that…, is that “My understanding is that…, is that correct?”correct?”

Meeting problem solutionsMeeting problem solutions Which three problems are most common in Which three problems are most common in

meetings you attend? Name some and let us meetings you attend? Name some and let us think of some solutions:think of some solutions: Meeting problem 1:Meeting problem 1: Solution:Solution:

Meeting problem 2:Meeting problem 2: Solution:Solution:

Meeting problem 3:Meeting problem 3: Solution:Solution:

Why Effective Meetings?Why Effective Meetings?• Opportunity Costs

• A one-hour meeting with 2 managers and 4 employees:

Manager: $25/hour – $50Employees: $15/hour – $60

Total – $110

Why have a meeting?Why have a meeting?What are some purposes meetings can What are some purposes meetings can address? address? ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

Ineffective MeetingsIneffective Meetings• Characteristics of negative meetings†:

83% – drift from the subject 77% – poor preparation 74% – questionable effectiveness 68% – lack of listening 62% – verbose participants 60% – length 51% – lack of participation

† From Achieving Effective Meetings – Not Easy But Possible, Bradford D. Smart in a survey of 635 executives.

Effective MeetingsEffective Meetings What people are looking for in effective What people are looking for in effective

meetingsmeetings‡‡:: 88% 88% – participation– participation 66% – well defined meeting purpose66% – well defined meeting purpose 62% – address each item on the agenda62% – address each item on the agenda 59% – assign follow-up action59% – assign follow-up action 47% – record discussion47% – record discussion 46% – invite essential personnel46% – invite essential personnel 36% – publish an agenda36% – publish an agenda

‡ From GM Consultants, Pittsburgh, PA 1993

Meeting purposeMeeting purpose Good reasons for meetings include:

To share information To receive information/opinions To solve problems To make decisions To accomplish tasks Think of the last meeting you attended.

What was it’s purpose? For example, the purpose of a weekly status meeting is to give information.

Is a meeting necessary?Is a meeting necessary? A meeting is not always the most

effective way to communicate. Before planning, scheduling, or

accepting an invitation to a meeting, ask these questions: Why are we calling people together? Is a meeting the most effective/efficient

means? Would a memo/email/call suffice? Is there a need/desire for group interaction? What would happen if we didn’t meet?

To meet or not to meet…To meet or not to meet… Why would you call a group

meeting? Would call a group meeting to:

Announce a change in dress code Provide a project update Provide regular work team status Introduce a new employee Reconcile differences in a work team Get feedback on a new proposal

To meet or not to meet…To meet or not to meet… Announce a change in dress code – a memo/email

can announce the change, a meeting would be useful to answer questions and gain acceptance

Provide a project update – pure status reports can be sent as memos or emails, meetings allow for questions and problems solving if necessary

Provide regular work team status – pure status reports can be sent as memos or emails

Introduce a new employee – one-on-one is best Reconcile differences in a work team – a meeting

is important so all voices can be heard and fairness is ensured

Get feedback on a new proposal – a group meeting may foster brainstorming. Individual meetings are important ensure you hear from those who may be intimidated in larger settings

It’s all part of the planIt’s all part of the plan These problems fall into categories that align with four basic dimensions of the meeting plan:PurposePreparationProcessParticipation

Common planning problemsCommon planning problemsPurpose:Purpose:

No clear or shared No clear or shared objectivesobjectives

Meeting not necessaryMeeting not necessaryProcess:Process:

No agenda or plan No agenda or plan Getting off the subject Getting off the subject Habitual late startsHabitual late starts No record keepingNo record keeping Meeting too longMeeting too long No clear decision-No clear decision-

making methodmaking method

Preparation:Preparation: Poor preparation on Poor preparation on

part of participants and part of participants and leaderleader

Wrong people present, Wrong people present, right people absentright people absent

Participation:Participation: Poor participation on Poor participation on

part of participants and part of participants and leaderleader

InterruptionsInterruptions Hidden agendasHidden agendas

Types of MeetingsTypes of Meetings• Formal or Informal

– With agenda, rules of procedure, minutes or – Casual and relaxed - structure but nothing written

• Planning– To prepare or evaluate a plan – To seek information

• Reporting– Progress to date– Providing information or status reporting

•Administrative– Regular Staff Meetings– Monthly Executive Committee Meetings

• Decision Making• Brainstorming• Combinations

Before the MeetingBefore the Meeting•Define the purpose of the meeting.•Consider an Ice Breaker• Identify the participants.

– Every invitee should be identified• Prepare an agenda in advance of the meeting.

– Communicate the intent of each agenda item using labels such as (A) Action, (I) Information, (V) Vote.

– Identify estimate of time allocated to the agenda item.•Assign responsibilities for agenda items and communicate to those responsible.•Publish the agenda and identify background information to be reviewed.•Plan for breaks – lunch, coffee, etc.

Meeting EtiquetteMeeting Etiquette It is always astonishing that professionals poised to It is always astonishing that professionals poised to

attend a meeting enter a conference room empty attend a meeting enter a conference room empty handed and sometimes empty headed. Here is a list handed and sometimes empty headed. Here is a list of things you might want to consider bringing to your of things you might want to consider bringing to your next meeting.next meeting. If a printed agenda of the meeting was distributed If a printed agenda of the meeting was distributed

prior to the start time, bring that agenda with you. prior to the start time, bring that agenda with you. Bring a paper and pen. Bring a paper and pen. If you are being asked to contribute to the If you are being asked to contribute to the

meeting, bring supporting documents and be sure meeting, bring supporting documents and be sure there are enough copies for everyone in the room. there are enough copies for everyone in the room.

Bring fresh ideas and/or opinions after reading any Bring fresh ideas and/or opinions after reading any materials provided prior to the meeting. The materials provided prior to the meeting. The reason those materials were passed out before the reason those materials were passed out before the meeting was to ensure everyone was equally meeting was to ensure everyone was equally informed when the meeting starts. Don’t try to informed when the meeting starts. Don’t try to scan the material during the meeting. scan the material during the meeting.

Meeting EtiquetteMeeting Etiquette If you are invited to a meeting and cannot attend, alert the If you are invited to a meeting and cannot attend, alert the

person in charge of the meeting and tell him/her if you are person in charge of the meeting and tell him/her if you are sending a substitute. sending a substitute.

Latecomers should slip in, be seated, and catch up with Latecomers should slip in, be seated, and catch up with what they missed after the meeting. what they missed after the meeting.

Most meetings should be kept to an hour. Longer than an Most meetings should be kept to an hour. Longer than an hour leads to brain numbness and a lack of energy in the hour leads to brain numbness and a lack of energy in the room. If the topic is too broad and an hour isn’t enough, room. If the topic is too broad and an hour isn’t enough, schedule a follow-up meeting. schedule a follow-up meeting.

If it is a brainstorming meeting, invite interaction. If it is a brainstorming meeting, invite interaction. Encourage lively discussions. Keep track of all ideas on a Encourage lively discussions. Keep track of all ideas on a large board so everyone can see what has been brought up. large board so everyone can see what has been brought up.

Before adjourning the meeting, clarify any decisions that Before adjourning the meeting, clarify any decisions that have been made and any assignments that were given. No have been made and any assignments that were given. No one should leave the room unclear of assignments or one should leave the room unclear of assignments or expectations. expectations.

Never underestimate the power of a blueberry muffin and a Never underestimate the power of a blueberry muffin and a great cup of coffee at a morning meeting. Food can great cup of coffee at a morning meeting. Food can sometimes make the atmosphere more relaxed, which may sometimes make the atmosphere more relaxed, which may encourage more positive communication and interaction.  encourage more positive communication and interaction.  

International MeetingsInternational Meetings When chairing an international business meeting it is When chairing an international business meeting it is

always advisable to bear in mind the attendees’ always advisable to bear in mind the attendees’ cultures and backgrounds. cultures and backgrounds.

Time Time Not all cultures live by the clock. Not all cultures live by the clock.

Hierarchy Hierarchy The hierarchical nature of a culture can have a The hierarchical nature of a culture can have a

impact on the input given by participants in an impact on the input given by participants in an international meeting. To offer a criticism of the international meeting. To offer a criticism of the manager’s idea would be seen as a loss of face for manager’s idea would be seen as a loss of face for both the manager and the criticizer. both the manager and the criticizer.

The Purpose of Meetings The Purpose of Meetings Western meetings generally run to a tight Western meetings generally run to a tight

schedule with an organized, pre-planned agenda. schedule with an organized, pre-planned agenda. Meetings are for business. On the other hand, Meetings are for business. On the other hand, different cultures may see the meeting as the different cultures may see the meeting as the arena for building personal relationships and arena for building personal relationships and strengthening bonds. strengthening bonds.

International MeetingsInternational Meetings Multi-Cultural Meetings Multi-Cultural Meetings

A major mistake made when dealing with diverse A major mistake made when dealing with diverse cultures is to suggest that those of similar cultures is to suggest that those of similar backgrounds or workgroups be seated together.backgrounds or workgroups be seated together.

Alternative Communication Methods in Meetings Alternative Communication Methods in Meetings Prior to the meeting, e-mail members some Prior to the meeting, e-mail members some

questions regarding the forthcoming topics. Give questions regarding the forthcoming topics. Give them open-ended questions as to their opinions. them open-ended questions as to their opinions. Ask them to e-mail back their replies which can Ask them to e-mail back their replies which can then be used to instigate their contribution in the then be used to instigate their contribution in the meeting. meeting.

Always Confirm Meanings in Meetings Always Confirm Meanings in Meetings Where potential problems may exist as to Where potential problems may exist as to

interpretation always simplify meanings. If the interpretation always simplify meanings. If the meeting will deal with complex language or meeting will deal with complex language or concepts consider forming a consensus on the concepts consider forming a consensus on the meaning all participants will be comfortable with, meaning all participants will be comfortable with, then circulating them in advance of the meeting for then circulating them in advance of the meeting for review. review.

How to Deal with Disruptive How to Deal with Disruptive MembersMembers

Members who are Members who are vocally dominantvocally dominant Redirect discussion to other membersRedirect discussion to other members

"We all recognize your expertise in this area, but let"We all recognize your expertise in this area, but let’’s s hear from some others in case some new ideas hear from some others in case some new ideas emerge.emerge.““

"John has made his opinion clear; does anyone else "John has made his opinion clear; does anyone else have something they would like to add?"have something they would like to add?"

Members who are Members who are negativenegative Probe the negativity to validate concernsProbe the negativity to validate concerns Redirect discussion to other membersRedirect discussion to other members If behavior persists, consider speaking off-line If behavior persists, consider speaking off-line

or excluding them from future meetingsor excluding them from future meetings““LetLet’’s not shoot down this idea prematurely; lets not shoot down this idea prematurely; let’’s give s give

it some time for evaluation."it some time for evaluation."

Additional ThoughtsAdditional Thoughts•Don’t Read to the Group

• Place more emphasis on processing information, than on giving information

• A meeting is a place to discuss an issue to assure agreement or full understanding.

•Everyone contributes to a meeting’s success. • Everyone must do their part. • When possible, make sure the right people are at the meeting.• If the material covered is not relevant to some people, arrange to have

them excused from that portion of the meeting. • Make sure all meeting participants understand their responsibilities

•Allow time for processing and group development • Checking off agenda items in a rapid-fire process is not always

productive. It may move the meeting along more quickly, but may leave you wondering ‘what happened?’ when it’s over.

Final ThoughtsFinal Thoughts• Praise! Praise! Praise!

• Praise people twice as much as you criticize. • Never let any good deed or action go unheralded in the

group. • Say thank you publicly at every meeting. • Recognize the value of peoples’ contributions at the

beginning or within the meeting. • Plan. Plan. Plan.

• Meeting design is the #1 mechanism for effective meetings.

• For each agenda item, make sure the group is clear about the goals, processes, and functions.

ReferencesReferences•H. C. Wedgewood, “Fewer Camels, More Horses: Where Committees Go Wrong,” Personnel, Vol. 44, No. 4, July-Aug 1967.•A. Jay, “How to Run a Meeting,” Harvard Business Review, March-April 1976, pp. 43-57.•Sadler and Tucker, Common Ground, South Melbourne, Macmillan, 1981.•Pearce, Figgens & Golen, Principles of Communication, New York, John Wiley & Sons, 1984.•B. L. Shoop, “How to run an Effective Meeting,” Focal Point, Optical Society of America, October 1996. Reprinted in IEEE CrossTalk, Vol. XXXIV, No. 8, January 1998.•http://www.nwlink.com/~donclark/leader/icebreak.html•http://www.chartcourse.com/book_energizers.html•http://www.videoprofessor.com/resourcelibrary/leadership/successfulmeetingtips.html •http://www.getahead-direct.com/gwmt03-organizing-successful-meetings.htm•http://www.amatyc.org/Old/Affiliates/Handbook/meetingquotes.htm•http://www.buzzle.com/editorials/10-7-2004-60214.asp•http://www.getahead-direct.com/gwmt01-effective-meetings-tips.htm