How to Run a Meeting

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How to Run a Meeting
By Kevin J. Cooley, P.E. President of PBO
Solutions 100 N. Sweetwater Cove Blvd Longwood,
FL 32779 Tel [phone] Cell 407-257-5046
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Meeting v. Presentation

• Meeting - equally shared participation (no
  audience)
• Presentation - primary speaker(s) and an audience

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Types of Meetings

• One-on-one (e.g. employment interview,
  performance review)
• Status/Coordination (e.g. weekly staff meeting,
  committee meeting)
• Planning (e.g. strategic planning workshop,
  project scoping meeting)
• Governance (e.g. BOD and EXCOM meetings)
• Hearings (e.g. public hearings, congressional
  hearings)

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4 Stages of a Meeting

• Planning
• Preparation
• Execution
• Follow Up

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Meeting Managers Responsibilities
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Stage 1 Planning

• Why? Meeting purpose/objectives
• What? Topics/issues/info to be covered
• Who? Selecting and confirming participants
• When? Identifying the duration and setting the
  date/time
• How? Selecting the meeting format (e.g.
  face-to-face, teleconference, or Web conference)
• Where? If its a face-to-face or Web conference,
  logistics is important

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Stage 2 Preparation

• Agenda - time/topic/speaker specific
• Background Data- research, compilation,
  dissemination of information
• Arrangements - logistics, facility, equipment,
  food and refreshments
• Invitation/Confirmation - participant
  notifications/commitments
• Reminders - e-mails and teleconferences
• Meeting Materials - presentations and handouts

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Stage 3 Execution

• Pre-check - confirm facility readiness and other
  arrangements
• Convene - assemble participants, call-to-order,
  review meeting purpose/objectives/agenda/rules
• Guide Discussion - facilitate, keep to agenda,
  maintain order
• Recordation - key points, decisions, consensus,
  action items, unresolved issues, assignments
• Closure - recap/summarize meeting highlights,
  final participants feedback and adjourn

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Stage 4 Follow Up

• Meeting Summary Report (Minutes) - meeting
  date/location, participants, recorded information
• Participant Confirmation - report transmittal
  feedback (loop)

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Common Problems and Solutions - Planning

• Problem
• We cant find an acceptable meeting date or time
  that suits everyones schedules.

• Solutions
• Pick the best date/time for the majority move
  forward.
• Dont wait until the last minute to schedule
• Dont offer too many options (identify 3 or 4
  options and ask which of these is not doable for
  you
• Offer telecom hook-ups to face-to-face meetings
• Emphasize the meeting purpose/importance
• Consider off-hours dates/times (lunchtime,
  before/after normal business hours, weekends)
• Shorten the duration
• Change the location (shorten travel times)

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Common Problems and Solutions - Preparation

• Problem
• Participants show up cold and unprepared to
  address the issues/topics it bogs down the
  meeting.

• Solutions
• Be sure to get the agenda prepared and
  distributed well before the meeting
• Make assignments to do research and compile
  data
• Distribute background data and information before
  the meeting
• Remind participants to get prepared

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Common Problems and Solutions - Execution

• Solutions
• Breakdown issues and identify points of agreement
  and contention
• Accept majority (non-unanimous) consensus
• Set and enforce time limits for discussion and
  debate
• Use consensus-voting techniques
• Table up-front contentious items and revisit them
  once a consensus momentum is established
• Censor overboard devils advocates
• Record consensus and dont backtrack

• Problem
• We cant seem to efficiently reach consensus on
  anything.

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Common Problems and Solutions - Follow Up

• Solutions
• Promptly prepare and distribute the Meeting
  Report (minutes) with highlighted action items
• Be sure each action item is clearly tasked (who,
  what, and by when)
• Monitor activities, progress and issue reminders
• Re-assign incomplete tasks to doers

• Problem
• Nothing ever gets done that we agreed to do in
  the meeting.

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The Art of Facilitating

• Creating a collaborative climate
• Steering discussion, but not controlling it
• Recognizing and dealing with different
  personalities and styles
• Framing issues, but not debating them
• Keeping the group focused and engaged
• Resolving distractions and conflicts
• Staying on schedule
• Recording key points and decisions
• Bringing out the participants bests
• Building consensus
• Being friendly, engaging, but firm without being
  overbearing and obnoxious