RUNNING EFFECTIVE MEETINGS

Matt Cameron

and

Cheryl Azevedo Johnson

Santa Clara University

STUDIES ON CHARACTERISTICS OF NEGATIVE MEETINGS

•          83%  --  Drifting off the subject

•          77%  --  Poor preparation

•          74%  --  Questionable effectiveness

•          68%  --  Lack of listening

•          62%  --  Verbosity of participants

•          60%  --  Length

•          51%  --  Lack of participation

                        From “Achieving Effective Meetings – Not Easy But Possible”

                                by Bradford D. Smart in a survey of 635 executives.

WHAT ARE PEOPLE LOOKING FOR IN EFFECTIVE MEETINGS

•          88%  --  allow all attendees to participate

•          66%  --  define a meeting’s purpose

•          62%  --  address each item on the agenda

•          59%  --  assign follow up action

•          47%  --  record discussion

•          46%  --  invite only essential personnel

•          36%  --  write an agenda w/time frames

Source:  GM Consultants, Pittsburgh, 1993

PREPARATION FOR A MEETING

•          Define the purpose of the meeting and the outcomes

•          Determine who should be there

•          Reserve a room, appropriate equipment

•          Decide on appropriate set up

•          Develop an agenda

•          Distribute the agenda prior to the meeting

•          Inform participants of any necessary preparation

MEETING TIPS

•          Take meetings seriously and do real work

•          Don’t let people digress from the topic

•          Outline tasks and assign deadline so members know  how to follow-up

•          Consider using technology to allow individuals to anonymously express opinions

•          Make sure you have the information you need for decision making before the meeting starts

•          Keep good records on what works and doesn’t work and include these in minutes

CONDUCTING MEETINGS

•          Start on time

•          Review and stick to the agenda

•          Volunteer or assign minutes taker (if appropriate)

•          Assign and agree on responsibilities and establish target dates for completion

•          Summarize

•          End on time

•          Send out minutes or notes

•          HAVE SOME FUN!!

TIPS TO DEAL WITH DIFFICULT MEMBERS

•          Listen, but do not debate

•          Talk privately with members who continually exhibit disruptive behaviors

•          Turn negative behaviors into positive contributions

•          Encourage the group to share the responsibility for handling difficult members

•          Don’t take it personally

•          Try different strategies, small groups/pairs

DISRUPTIVE BEHAVIOR

•          Coming in late

•          Reward and thank those who were there on time.

•          Argumentative

•          Keep temper in check and model for group.  Find some merit in points made. Speak in private.

•          Side Conversation

•          Avoid sarcasm.  Restate last comment made.  Explain to group the need to hear information.

•          Losing Focus

•          Implement “parking lot” for divergent ideas.  Restate purpose of discussion.

•          Griper

•          Point out what can and can’t be changed.  Ask group for ideas on how to best operate.

•          Won’t Talk

•          Examine what motivates them.  Ask for their opinion.