Effective Meetings

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Effective Meetings

• A N.C. Division of Public Health
• Quality Improvement Training

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Effective Meeting Components
(Goals Objectives)
Process
(Topics)
Content
Planning
People
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BEFORE THE MEETING
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Before the Meeting

• Is a meeting necessary?
• Why are you calling this meeting?
• Purpose
• Goals
• Would an e-mail be more effective?
• Meetings are an opportunity for two-way
  communication. If you need to pass along
  information, this may not be the best venue
• Corrective action is best handled one-on-one,
  even if it makes the convener uncomfortable

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Who Should Attend the meeting

• All meetings are not for everyone
• The purpose and goals should help determine the
  participants
• Roles (can overlap)
• Leader
• Facilitator
• Timekeeper
• Minute taker

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Materials

• Flip chart
• Markers
• Note pads
• Post-it notes
• Calendars
• Cameras
• Food

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Agenda

• Understandable
• Time framed
• Purpose
• Information
• Discussion
• Decision
• Depending on the meeting send out a month, a week
  and no less than 3 days in advance

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DURING THE MEETING
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Start on Time

• Consider making the first item the most
  interesting
• Consider closing the door, so that people who
  come in late have to open it
• Do not catch up people who come in late (use good
  judgment with this recommendation)

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Minutes

• Assign a minute taker (can rotate)
• Be consistent (consider a template)
• Brief overview, decisions follow-up

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Seating

• Face to face may encourage adversarial relations
• Side by side may discourage adversarial relations
• The persons to the immediate right or left of the
  speaker are generally not seen when sitting down
• Seats close to the leader/facilitator are
  considered places of honor

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During the MeetingWhats your greatest challenge?
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Learning Activity 1 Reflection Can I
Facilitate ? Take a moment to answer these
questions for yourself

• Are you willing to listen to others without
  judgment or preconceived notions about what they
  should or shouldn't say or do?
• Do you show respect for the opinions of others
  even when they disagree with you?
• Can you release the need to have complete control
  of a conversation or other situations?
• Are you comfortable dealing with conflict?
• Are you comfortable speaking in public?
• Are you able to laugh at yourself?
• Can you think on your feet?
• Do you believe that groups working together are
  smarter than individuals working alone?
• Can you accept feedback from others about
  yourself?

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Challenging Behaviors Drama Queen

• You might be a drama queen if
• Interrupt
• Constantly bring up the worst scenario
• Self appointed spokesperson
• How to deal with the drama
• Remain calm
• Re-focus the conversation to the topic at hand
• It is ok to keep talking
• Focus the attention on someone else, Lets hear
  from someone who has not said much

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Challenging Behavior The Grouch/Silent One

• You might be a Silent Grouch if
• Crossed arms
• Eye rolling
• No comments
• How to deal with the unhappy
• Call on this person
• Ask if they have a different opinion
• Monitor the body language and adjust

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Challenging Behavior One-track mind

• You might have a one track mind if
• Want to be acknowledged
• Butlets remember
• How to handle the obsessed
• Acknowledge the importance of the issue
• Summarize the steps to resolve the issue
• Keep to the agenda

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Other Challenging Behaviors

• Curt the Clown
• Quinn the Questioner
• Laura Must Look Good
• Chuck Chronic Lateness
• Mr. Unprepared
• Little Miss Lack of Follow-up
• Becky Board
• Trina Tart Breath

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ACT B.I.G.MN DOH

• Describe the BEHAVIOR as youve seen and heard
  it
• Describe the IMPACT of the behaviorwhat its
  done to you, others, or what resulted from the
  act
• Explain the GROWTH needed to get a positive
  outcome

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Sample B.I.G.

• When you _______________,
• I felt_________
• and I noticed _________.
• I would like to see you __________
• if a similar situation comes up.

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Learning Activity 2

• Either in small groups or as a group
• Plan a staff meeting
• Act out a meeting with difficult people
• Debrief
• What went well
• What could be changed

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AFTER THE MEETING
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The End and After

• Sum up topics
• Address parking lot issues
• Thank participants
• Notify of the next meeting
• Follow-up
• Evaluate

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EXTRAS
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Tips for Phone Conferences

• Start on time
• Send out the agenda in advance
• Remember to mute your phone
• Use good equipment
• Minimize interruptions
• Dont use hold
• End efficiently

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Ice-breakers

• Puts everyone at ease
• Makes a meeting interactive
• Promotes networking
• Ideas
• Beach ball
• Group activities
• Scavenger hunt

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Ground Rules

• Clarify expectations
• Samples
• Participate, speak up and share information
• Dont monopolize time .. Give everyone a chance
  to speak
• Turn off cell phones (no e-mail/texting)
• Hard on ideas, soft on people
• One conversation at a time
• No side bar conversations
• Stay on time

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Resources

• E.F.F.E.C.T.I.V.E Meeting Facilitation by the
  Minnesota Department of Health (www.health.state.m
  n.us/oep/conference/facilitation.ppt)
• Wellesley Institute (www.wellesleyinstitute.com)
• Roberts Rules of Order (http//www.robertsrules.co
  m)
• Jay, Antony, How to Run an Effective Meeting.
  Harvard Business Review. March/April 1976.

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For DPH Employees
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Meeting Agenda
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Contacts

• Donna Gregory
• (Donna.Gregory_at_dhhs.nc.gov)
• April Reese
• (April.Reese_at_dhhs.nc.gov)
• Felicia Snipes-Dixon
• (Felicia.Snipes-Dixon_at_dhhs.nc.gov)