Meeting Effectiveness

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Meeting Effectiveness
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What did we say at Lily Lake

• Organizational Planning
• Ineffective Meetings (W-7)
• Board Meeting Preparation (reports) W-6)
• Lack of Planning and Evaluations (W-11)
• Lack of Clear Roles and Responsibilities (W-8)

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Board Meeting Effectiveness FOLLOW-UP

• By October 30 we will present the Board the
  following tools to improve the effectiveness of
  our meetings
• 1. A method to identify the objectives, desired
  outcome and the process to follow for each agenda
  item.
• 2. A report template
• 3. An overall meeting effectiveness evaluation
  tool that includes the evaluation of the
  objectives and process for each agenda item.

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What makes an Ineffective Meeting
Poor attendance Lack of Focus Unclear
objectives No timekeeper
Lets all talk at once
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What does it Take

• Attendees Committed to the Process
• Planned Meeting
• Timekeeper Role
• Facilitator Role
• Focused Agenda
• Feedback Process to Drive Behaviour Improvements

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Well Planned Meeting

• Timing, Date, Facilities, Refreshments
• Prepared Agenda Owners
• Designated Timekeeper Role
• Designated Facilitator Role
• Process for Minutes and Action Items
• Ground Rules
• Process for Dealing with Disruptive Behaviour

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Agenda Items

• Agenda Item Owner accountable for the process
• Desired Outcome for the item
• Time to complete the item
• Pre-work expectations
• Process to use for the item
• presentation and discussion
• motion
• each person responds
• etc.

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Facilitator / Timekeeper Role

• Tactfully ruthless in driving the meeting process
• Respect for everyones time
• Draw out everyone
• Right amount of Creative Tension
• Measure the meeting effectiveness
• Coach meeting participants on behaviours

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Questions and now the tool