Running effective meetings pnwds

Running Effective
Meetings*
Pacific Northwest Drupal Summit
October 5, 2013
Glenn Hilton
@glennhilton
* Content drawn from Manager-Tools.com

Running Effective Meetings
Pacific North West Drupal Summit
Why do meetings get a bad rap?

Why are meetings so important?

!  If run right, they can help us focus & motivate our team and our
clients
!  If they’re not run or not run right right, they can derail progress
!  They can be quite costly

Good meetings are purposeful and
succinct.

10 Keys to a effective meeting:
1.  Do proper prep for all meetings
2.  Pre-publish agenda & assign roles
3.  Start on time
4.  Set ground rules
5.  Review agenda
6.  Fix responsibilities
7.  Stick to agenda
8.  Summarize
9.  Finish on time
10. Document notes and assign tasks

1.
Do
proper
prep
for
all
mee-ngs

!  Book
-me
to
create
your
agenda

!  Book
-me
to
write
the
post-‐mee-ng
summary

!  Give
people
adequate
-me
to
prep
for
their
roles

!  Communicate
clear
expecta-ons
of
what’s
required
from
each
contributor

!  Do
a
dry
run
for
any
important
mee-ngs

2.
Pre-‐publish
an
agenda
&
assign
roles

!  Ask
yourself,
“what
is
the
desired
outcome?”

!  And
“what
are
the
key
decisions
to
be
made?”

!  Review
carry
forward
items
to
be
added

!  Assign
responsibili-es/roles
and
start
-mes

!  Assign
&
train
-me
keeper
and
minute
taker

AGENDA

ImageX
Lounge
Upgrade
Planning
Commi9ee
Mee;ng
Agenda

Oct
2,
2013

2:00
–
2:30
PM.
Boardroom
–
Skype
Audio,
Join.Me

A9endees

AJ,
Trent,
Angela,
Bre.,
Aaron,
Michael,
Sam,
Sangeeta,
Gabrielle

Time

Item

Owner

2:00

Welcome
&
Agenda
Review

BreU

2:05

Placement
of
Massage
Chair

Angela

2:05

Leather
couches
or
cloth
sec-onal?
Sam

2:10

Bubble
or
Air
Hockey?

AJ

2:15

PS4
or
Wii?

Trent

2:20

Budget
Update

Gabrielle

2:25

Parking
lot

BreU

2:30

Adjourn

BreU

3.
Start
on
-me

!  Show
up
early
so
you’re
prepped
and
ready.

!  Test
all
technology
well
enough
in
advance

!  Start
EXACTLY
on
-me!!
Never
late,
never
wait

Respect
those
who
show
up
on
;me!

!  Say
to
whomever
is
there:

“Okay,
we’re
star?ng”
(Even
if
just
one
person
is
there)

4.
Set
ground
rules

!  We
will
stop
you
if
we
run
out
of
-me

!  One
person
talking
at
once

!  Be
respecdul

!  No
smartphones
or
laptops

5.
Review
agenda

!  Agenda
review
helps
keep
the
mee-ng
on
track

!  Review
objec-ves
at
the
same
-me

!  Get
buy
in.
Some-mes
you
may
ask:

“What
are
you
hoping
we’ll
accomplish
today?”

6.
Fix
responsibili-es

!  At
the
end
of
each
item
ask:

“WHO’s
responsible
for
doing
WHAT
by
WHEN?”

!  Make
sure
assignee
agrees
to
work
verbally

7.
S-ck
to
your
agenda

!  Give
people
-me
warnings:

“2
minutes
leH”,
“30
seconds
to
wrap
up”

!  Use
a
parking
lot
for
oﬀ
topic
items

8.
Summarize
decisions
and
ac-on
items

!  Review
speciﬁc
decisions
made

!  Review
ac-ons:
Who,
What,
When?

9.
Finish
on
-me

!  Stand
up
and
say
“Ok,
we’re
done”

10.
Document
notes
and
assign
tasks

!  Outline
carry
forward
items

!  Send
wriUen
key
decisions
and
ac-on
items

(with
owners)
to
aUendees

Secrets for a successful client meeting
!  First impressions matter
!  Know your audience
!  Proper preparation
!  Energy & confidence
!  Strong leadership
!  Be aware of potential fires
!  Reflect back (strong listening skills)
!  Include relational element (ie. Light chat,
icebreakers?)
!  Maintain structure & efficiency

Ques-ons
for
discussion

!  What
are
common
problems
you
face
in
mee-ngs?

!  What
are
some
of
the
keys
you’ve
found
to
running

eﬀec-ve
mee-ngs?

Running effective meetings pnwds

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