Effective Meetings by Operational Excellence Consulting

2. © Operational Excellence Consulting. All rights reserved. 2 Objectives Upon completion of this program, you will be able to: • Make the necessary preparations for a meeting to achieve the desired outcomes • Conduct an effective meeting • Perform a meeting review and follow up Copyrights of all the pictures used in this presentation are held by their respective owners. NOTE: As this is a PREVIEW, only selected slides are shown. To download the complete presentation, please visit: http://www.oeconsulting.com.sg

3. © Operational Excellence Consulting. All rights reserved. 3 Outline • Meeting Roles and Responsibilities • Planning the Meeting • Conducting the Meeting • Reviewing the Meeting • Secrets to Successful Meetings

6. © Operational Excellence Consulting. All rights reserved. 6 Effective Meetings Follow A Three Step Process Plan Meeting Conduct Meeting Review Meeting • Establish a need for a meeting • Develop a clear agenda and meeting process • Ensure a proper meeting environment • Identify and overcome potential barriers • Post and follow Ground Rules • Get Expectations • Record ideas • Bring to closure with Next Steps • Evaluate meeting and incorporate builds into next meeting design • Publish Next Steps

7. © Operational Excellence Consulting. All rights reserved. 7 Meeting Roles and Responsibilities Roles Responsibilities Leader • Owns Meeting • Develops Agenda • Sets Tone Facilitator • Manages Meeting • Guides Process • Records Ideas / Decisions Participants • Add Expertise • Generate Ideas • Make Decisions Depending on the size and content of the meeting, the facilitator may be an independent role or one of the group leader or participants.

8. © Operational Excellence Consulting. All rights reserved. 8 Plan More, Meet Less • Establish a need for a meeting • Develop a clear agenda and meeting process • Ensure a proper meeting environment • Identify and overcome potential barriers Plan Meeting Plan Meeting Conduct Meeting Review Meeting

9. © Operational Excellence Consulting. All rights reserved. 9 Establish A Need For A Meeting • To share information / answer questions • To resolve issues / develop ideas • To make decisions / develop a path forward • To delegate work or authority • To train • To persuade or inspire Good Reasons to Meet Plan Meeting If there is no good reason to meet, “Just Say No”.

10. © Operational Excellence Consulting. All rights reserved. 10 Develop A Clear Agenda & Meeting Process • Helps you prepare • Communicates expectations • Provides a mechanism for order and control • Measures success / failure of meeting Your Agenda is your Most Powerful Tool Plan Meeting

11. © Operational Excellence Consulting. All rights reserved. 11 Meeting Success Is Dependent On Following the Agenda • Post and follow ground rules • Get Expectations • Record ideas • Bring to closure with Next Steps Conduct Meeting Plan Meeting Conduct Meeting Review Meeting

12. © Operational Excellence Consulting. All rights reserved. 12 Post and Follow Ground Rules • Observe time contracts • Headline ideas • Listen actively, seek to understand • Paraphrase to confirm what you heard • Build on others ideas - help ideas “over the wall” • Stay in process • Take notes • Accept all ideas as valuable • Be open Basic Ground Rules Conduct Meeting

13. © Operational Excellence Consulting. All rights reserved. 13 Get Expectations • Obtain group Expectations at the start of the meeting • Build into agenda by prioritizing with established topics • Agenda items and Expectations not covered in meeting time built into next meeting agenda • Issues that arise during the meeting that do not pertain to the topic being discussed can also be added to Expectations Expectations - The Group’s Agenda Conduct Meeting Expectations allow emerging high priority issues to be addressed in a formal manner.

14. © Operational Excellence Consulting. All rights reserved. 14 Meetings As A Continuous Process • Evaluate meeting and incorporate builds into next meeting design • Publish Next Steps Review Meeting Plan Meeting Conduct Meeting Review Meeting

15. © Operational Excellence Consulting. All rights reserved. 15 Evaluate Meeting and Incorporate Builds Into Next Meeting Design • Use “Benefits and Concerns” or Meeting Effectiveness Checklist • Done as an agenda item with the entire group or with leader and facilitator immediately after meeting • Used by leader and facilitator to structure next meeting Debriefing Ideas Review Meeting

16. © Operational Excellence Consulting. All rights reserved. 16 Publish Next Steps • Distributed within two days of meeting • Done by leader or designated team member • Notes can also include other minutes recorded on flip chart Guidelines Review Meeting

17. © Operational Excellence Consulting. All rights reserved. 17 Secrets to Successful Meetings • Pre-positioning • Benefits before Concerns • Straw Models • Participative Decision Making • Active Listening • Headlining Secrets to Successful Meetings

18. © Operational Excellence Consulting. All rights reserved. 18 Pre-positioning Prior to Meetings Fosters Success • When key decisions need to be made • When the issues deal with the “political” and “emotional” aspects of change…  provides an opportunity to constructively deal with resistance When to Preposition Time spent positioning will reduce time squandered in meeting and help achieve the desired outcome. Secrets to Successful Meetings

19. © Operational Excellence Consulting. All rights reserved. 19 The Foundation for Good Meetings Without Effective Teams You Cannot Have Effective Meetings And Will Not Get Results Secrets to Successful Meetings