Better meetings through strategic collaboration and humble inquiry
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If you are tired of meetings that are simply reporting sessions or, worse yet, seem to have no point at all, this presentation is for you. We explore considerations with simple strategies, like purpose-driven meeting agendas, as well as the challenge of fostering a collaborative approach to decisions and actions. We also highlight opportunities to leverage appropriate technology and apply Ed Schein's wisdom of "humble inquiry.”
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Better meetings through strategic collaboration and humble inquiry
- 1. Better Meetings Through Strategic Collaboration and Humble Inquiry Prepared by Eric K. Kaufman February 6, 2019
- 2. Guiding Question: What strategies are most effective for keeping a meeting on-track and productive? Discussion Outline: • Opportunity for Better Meetings • Actionable Meeting Agendas • Humble Inquiry & Guerilla Facilitation • Design Thinking & Other Ideas Worth Trying
- 3. Based on Your Experience… What is a characteristic of a “good” meeting? What is a characteristic of a “bad” meeting?
- 4. Citrix Better Meetings Survey (2013)
- 5. Citrix Better Meetings Survey (2013)
- 6. Meetings Matter: Effects of Team Meetings on Team and Organizational Success “Teams that showed more functional interactions, such as problem-solving interaction and action planning, were significantly more satisfied with their meetings. Better meetings were associated with higher team productivity. Moreover, constructive meeting interaction processes were related to organizational success 2.5 years after the meeting.” (Kauffeld & Lehmann-Willenbrock, 2011)
- 8. Start With Ingredients • Plan ahead • Solicit input • Google Doc? • What is the purpose? • Issues to discuss? • Decisions needed? • Resource people?
- 9. Organization & Presentation Matter
- 10. A Personal Example… ProfessionalDevelopmentDeliveryModelforInstructionalLeadership DepartmentofDefenseSchools WEEKLY PROJECT TEAM MEETING Wednesday, January 30th, 2019 12:30 pm-2:00 pm Connection Details: Join from PC, Mac, Linux, iOS or Android: https://virginiatech.zoom.us/j/403 Or iPhone one-tap: +1929436286, 403# Or Telephone Dial: +1 929 436 286 Meeting ID: 403 (International numbers available: https://virginiatech.zoom.us/zoomconference?m=zkU_3biTVbhyClHnYq) Guiding Questions: ● What insights from last week are informing our plans for this week? ● How can we offer guidance for DoDEA’s ongoing leadership development efforts? ● How do we best respond to the CILDs' critique of the evaluation report? ● What is our best path and strategy for finalizing manuscripts for review? ● Which project activities are at risk of being overlooked or delayed? Invited Participants: Eric, Carol, Jama, Tom, James, Shreya, & Anu Attended: Topic & Considerations Notes and Due-Outs Project Operations ● Sharing Insights (All) ● Basecamp To-Dos (Shreya) Insights: ● To-Dos: ● Program Development ● Coaching model (Eric) ● Vision for Leadership Development within DoDEA ● Toolkit (James) ● Research & Outreach (quick updates) Conferences: ● AIAEEConference:PlanningChange ● ILA Conference: Proposal ● New JOLE Special Issue on Coaching and Mentoring : Development of DoDEA Coaching Model. ● NACTA, 2019 ● Engelbart Organizational Learning Schema ● Learning Leaders article (Shreya) ● Targeted for Educational Leadership ● How to Approach Organizational Change? (Shreya, James) ● Guiding Questions Space for Collaborative Notetaking Hyperlinks to Resources Space to Record Action Items
- 13. Empowering Others “A leader is someone who can get things done through other people.” -Warren Buffet “If your actions inspire others to dream more, learn more, do more and become more, you are a leader.” - John Quincy Adams
- 15. Humble Inquiry
- 16. Ask, Listen, Focus 1. Ask respectful questions 2. Listen attentively 3. Focus on the people How you ask is critical!
- 18. Guerrilla Facilitation “Guerrilla Facilitation” is a set of techniques designed to help manage a meeting when you are not the meeting leader. The key to Guerrilla Facilitation is to ask questions that lead the group to take the action that is needed. Gottesdiener (2010) proposes “CARES from Your Chair”: • Clarify, • Ask, • Reflect, • Explore, • Summarize.
- 19. HBR: “Plan a Better Meeting with Design Thinking” 1) Develop empathy: – Who is going to be in the room and what are their needs? – Who won’t be in the room but will nevertheless be affected by the meeting and what are their needs? – In what broader culture and environment are you operating and what are some of the overarching challenges and opportunities? 2) Set a frame – If this meeting is wildly successful, what will people feel, know, and do as a result? 3) Creatively design 4) Test-drive your plan
- 20. HBR: “How to Have a Good Debate in a Meeting” • Ask questions • Value opinions – All – Ask • No personal attacks • Question assumptions • Devil’s advocate
- 21. HBR: “Meetings Would Go Faster If People Took the Time to Listen” • Clear/shared understanding • Being fully present/ focused on meeting • Open to opinion shift when considering other viewpoints • Listen to what’s being said
- 22. Tools for Consideration • Facilitator’s Meeting Checklist: http://stproject.org/resources/tools-for- transformation/ • Facilitation Planning and Observation Tool: http://www.frcnca.org/wp- content/uploads/2017/12/Meeting-Facilitation- Planning-Observation-Tool.pdf • Sample Meeting Evaluation: https://www.lmpartnership.org/sites/default/files/s ample_meeting_evaluation_2017.pdf
- 23. Implications for You and Others?
- 25. Wrap-Up & Contact Info Pluses and Deltas EKK@VT.Edu
Notas do Editor
- If you are tired of meetings that are simply reporting sessions or, worse yet, seem to have no point at all, this session is for you. We will explore considerations with simple strategies, like purpose-driven meeting agendas, as well as the challenge of fostering a collaborative approach to decisions and actions. We will highlight opportunities to leverage appropriate technology and apply Ed Schein's wisdom of "humble inquiry.” Participants will leave the session with (1) an easy-to-use template for purpose-driven meeting agendas, (2) strategies for leveraging technology for improved clarity and collaboration, and (3) a fresh perspective on engaging stakeholders through "humble inquiry."
- https://www.computerworlduk.com/cmsdata/whitepapers/3523324/citrix_-insiders-guide-to-better-meetings.pdf https://www.curranrecruit.com.au/single-post/2015/08/27/Useless-Meetings-Are-a-Waste-of-Time-and-Money
- https://www.computerworlduk.com/cmsdata/whitepapers/3523324/citrix_-insiders-guide-to-better-meetings.pdf https://www.curranrecruit.com.au/single-post/2015/08/27/Useless-Meetings-Are-a-Waste-of-Time-and-Money
- Kauffeld, S., & Lehmann-Willenbrock, N. (2012). Meetings matter: Effects of team meetings on team and organizational success. Small Group Research, 43(2), 130-158. https://doi.org/10.1177/1046496411429599 Abstract This study follows the idea that the key to understanding team meeting effectiveness lies in uncovering the microlevel interaction processes throughout the meeting. Ninety-two regular team meetings were videotaped. Interaction data were coded and evaluated with the act4teams coding scheme and INTERACT software. Team and organizational success variables were gathered via questionnaires and telephone interviews. The results support the central function of interaction processes as posited in the traditional input-process-output model. Teams that showed more functional interaction, such as problem-solving interaction and action planning, were significantly more satisfied with their meetings. Better meetings were associated with higher team productivity. Moreover, constructive meeting interaction processes were related to organizational success 2.5 years after the meeting. Dysfunctional communication, such as criticizing others or complaining, showed significant negative relationships with these outcomes. These negative effects were even more pronounced than the positive effects of functional team meeting interaction. The results suggest that team meeting processes shape both team and organizational outcomes. The critical meeting behaviors identified here provide hints for group researchers and practitioners alike who aim to improve meeting success.
- (Rath & Conchie, 2008, p. 79)
- Although the public generally looks to Cooperative Extension for answers, we also need to engage in leadership, and “leadership is not as much about knowing the right answers as it is knowing the right questions” (Tiede, 2013, p. 2). As highlighted by Ed Schein (2013), “Humble Inquiry is the fine art of drawing someone out, of asking questions to which you do not know the answer, of building a relationship based on curiosity and interest in the other person” (p. 2). Video of Ed Schein introducing Humble Inquiry for group and team situations: https://www.youtube.com/watch?v=BOw0IDrKvuw
- https://www.lean.org/common/display/?o=3109
- Edgar Schein: "Humble Leadership" | Talks at Google https://www.youtube.com/watch?v=6wJaNKIALLw
- What is “guerilla facilitation”? “Guerrilla Facilitation” is a set of techniques designed to help manage a meeting when you are not the meeting leader. The key to Guerrilla Facilitation is to ask questions that lead the group to take the action that is needed. (Wilkinson, n.d., “Guerilla Facilitation: What to do if the meeting leader is not leading”) When is it appropriate to use guerilla facilitation techniques? “Sometimes, an ineffective meeting can be more damaging than no meeting at all” (Gottesdiener, 2010). When a meeting is going awry, and you are not in charge, it is important to explore options for “leading from behind” and do so in a way that improves the quality of a collaboration. It should not be used to embarrass the person in charge or derail the agenda to focus on a personal interest. What is an easy way to remember techniques for guerilla facilitation? Gottesdiener (2010) proposes “CARES from Your Chair,” where CARES is an acronym for Clarify, Ask, Reflect, Explore, Summarize. For more information, go to https://www.agileconnection.com/article/amplifying-collaboration-guerilla-facilitation
- https://hbr.org/2018/02/plan-a-better-meeting-with-design-thinking
- How to have a good debate in a meeting Ask questions Value opinions All Ask No personal attacks Question assumptions Devil’s advocate
- Meetings would go faster if people took the time to listen Clear/shared understanding Being fully present/focused on meeting Open to opinion shift when considering other viewpoints Listen to what’s being said