Guidant Standard PowerPoint Template

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Meeting Management

• Kellogg School
• 2 October 2002

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Meeting Management
Agenda

• Discussion Your Experience
• My Beliefs
• Key Disciplines
• Wrap Up

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Discussion What is your experience in groups?

• What made your study groups work well last year?
• What things got in the way?
• What use did you make of electronic tools?

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My Beliefs

• Biggest barrier to productive meetings is few
  people know the rules or have the skills.
• A handful of key disciplines make a world of
  difference in improving meeting productivity.

Let me share those with you!
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Key Disciplines

• Expectations
• Roles
• Tools
• Types of discussion
• Resources

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Expectations

• Establish a common understanding right away as to
  what team members can expect from each other.
  Four generally applicable topics are
• Attendance
• Promptness
• Participation
• Interruptions
• I still use these 4 to set expectations for my
  team today.

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Roles

• Need to define a couple of key roles
• Chair keep focus and progress, facilitate
  discussion, manage participation, gather
  evaluation and ideas for next agenda, publish
  agenda in advance, approve minutes.
• Notetaker record key topics points raised,
  decisions made, action items, prepare
  distribute minutes.
• Rotating the roles each meeting works well.
• i.e., notetaker for this meeting is the chair for
  the next, when a new notetaker will start in.
• Defining a lead role is crucial for study
  groupsprior to Kellogg, we were all used to
  having a boss, but now everyone is a peer!

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Tools

• These help to stay on task, and focus the purpose
  of the meeting.
• Agenda what do we intend to cover or decide, and
  how long will we spend on it.
• Action items who is to do what by when, outside
  of the group meeting.
• Minutes a quick summary of the action items,
  what was discussed and decided, and next
  step/meeting.
• Electronic tools can be helpful, but dont
  overlook the value of study groups hashing
  ideas.

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Discussion

• This is where the learning takes place!
• Three phases to discussions, each for a specific
  purpose
• Explore brainstorm, idea generation
• Define clarify the ideas, winnow them down.
  Multivoting works really well here.
• Decide choose 1! Four basic ways to do it
• Consensus
• Vote
• Subgroup decides
• One person decides
• My experience skipping a phase in the
  discussion process does not save you time.

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Resources

• Best reference on this topic is the Team
  Handbook, Joiner Associates.

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Wrap Up

• A few disciplines and rules can go a long way to
  make a team more productive. Take the time to
  set up the group for success right away!
• Set expectations
• Define roles
• Consistently use a few simple tools
• Work through the phases of discussion
• Getting proficient at team process is an
  excellent skill to take with you from Kellogg
  back into the work world!

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