Effective Meetings (last installment)

Helping behaviors

• proposing - "How about ..."
• building - "To build on John's idea ..."
• seeking information - "Please describe ..."
• seeking opinion - "How do you feel, Ken?"
• giving information - "Here is my report ..."
• giving opinion - "My opinion is ..."
• disagreeing - "I disagree with Rob because ..."
• summarizing - "To recap the issue ..."
• testing comprehension - "I heard you say ..."
• testing consensus - "How many agree?"
• encouraging - "Say more about that idea ..."
• harmonizing - "What do we agree on?"
• checking performance - "How close are we?"
• setting standard - "We need to decide by ..."
• relieving tension - "The humor in this is ..."
• paraphasing - "What I heard you say was ..."
  

Processing strong feelings:

(1) acknowledge feelings

(2) remain neutral

(3) seek first to understand, then to be understood

(4) process feelings by:

• observing silence
• taking a break
• silently brainstorming issues on cards
• sharing concerns
• identifying areas of conflict and commonality and ideas for bridging gaps
• suggesting ways of resolving conflict

(5) refocus conversation on original topic/goals

Dealing with hurtful behaviors

• late arrival - start on time, don't update
• side conversation - stop, look at offenders
• dominators - ask them to scribe
• rambling - use parking lot if point is relevant
• negativity - ask group to comment on negative opinions
  

Building consensus (= agreement + support)

• test for consensus by verbal polling or written vote
• use consensus to determine team functions (meeting frequency, ground rules, roles, etc.)
  

Recognizing symptoms of conflict

• ideas get attacked before they are fully stated
• comments are personal attacks
• win-lose pressures
• members take sides

Effective Meetings (continued)

Active faciliation strategies

• set ground rules, for example:

1. challenge ideas instead of individuals
2. start on time/stop on time
3. one conversation at a time
4. confidentiality
   

• appoint roles, for example:

1. facilitator
2. note taker
3. timekeepter
   

• use parking lot for items important but irrelevant to the issue at hand
  
• involve all participants at the start, for example:

1. 5-minute informal conversation
2. paird interviews
3. roundtable sharing of good news

• assign pre-meeting tasks (only if necessary), and

1. explain why it is important
2. give adequate lead time
3. provide clear instructions
4. emphasize need to complete it in advance
5. plan a process for using assignment at meeting
   

• separate presentation from discussion, and ask reflection questoins at the end, for example:

1. What points did you agree/disagree with?
2. How could the proposal be improved?
3. What new questions does it raise?
   

• use flip charts - tips:

1. write the words that people say if possible
2. share scribe role among multiple members
3. keep all information visible (hang charts)
4. clarify with team when you add your ideas
5. seek permission to paraphrase ideas
6. use color
7. print clearly
   
   

Effective Meetings

QUESTIONS TO ASK BEFORE MEETING:

1. What is the purpose of the meeting?
2. What are the desired outcomes?
3. Is a meeting really necessary to achieve the purpose and outcomes?
4. What alternatives exist to meeting?
5. Who should attend the meeting?
6. What is the chemistry of the invitees?
7. What is the meeting plan?
8. What unexpected issues might arise?