Coalfield Communications How to Get it Right

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Coalfield Communications How to Get it Right!!!

• Designing Effective Public Meetings

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Individually, We All Have Good IdeasTogether We
Have Great Ones !
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When is a Meeting a Meeting?

• People
• Desired Results
• Timing
• Execution

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Why People Attend Meetings

• 75 80 attend to protest
• Concern
• Trust
• High Concern
• Low Trust

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Why is Everyone so Upset?

• Information
• Economy
• Ecology
• Culture

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How We Communicate

• Skill
• Writing
• Reading
• Speaking
• Listening

Time Used 9 16 35 40
Years of Training 12 years 6-8 years 1-2
years Less than ½ year
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Building Trust Through Effective Communications

• 7
• 38
• 55

• Words
• Tone
• Body Language

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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Watch What You Say

• I did not say you had a stupid idea.

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I do not go to a committee meeting merely to give
my own ideas. If that were all, I might write my
fellow members a letter. But neither do I go to
learn other peoples ideas. If that were all, I
might ask each to write me a letter. I go to a
committee meeting in order that all together we
may create a group idea, an idea which will be
better than any of our ideas alone, moreover
which will be better than all of our ideas added
together. For this group idea will not be
produced by any process of addition, but by the
interpretation of us all.   - - Mary Parker
Follett, The New State
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Meeting Fundamentals and Management

• Agenda Planning
• Roles
• Ground Rules
• Intervention

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All MeetingsAre Not The Same

• But Planning Steps Are Similar

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Planning Meetings

• Desired Results
• Process / Format / Design
• Who will attend and how many
• Where to meet / When to meet
• Room set up and management
• Facilities
• Logistics
• Who to Send
• Opening Statement
• Clock Times/Agenda Items
• Meeting Summary / Recorder
• Next Steps

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Ground Rules

• One person talk at a time
• Debate ideas, not people
• No signs in the room
• Follow the agenda - stay focused
• Listen actively respect others when they are
  talking
• Explain decision making
• Parking lot

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How to Stick to the Rules

• Intervention Techniques
• What would you do?

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WHEN TO INTERVENE

• Know your audience
• Dont blow your top
• Observe and Identify
• What type of disturbance will you ignore -- what
  type of disturbance will you address?
• Look for proper timing
• Select appropriate method

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Foundations of an Effective Meeting

• Appeal to your audience.
• Be direct and Issue specific.
• Inform and educate deter FEAR.
• Be honest and factual accountability.
• Explore alternatives provide options.
• Be prepared and remain positive.

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Building an Opening Statement

• SAY IT - News headlines billboard statement
• First and foremost
• You mean I have to move because of the
  underground fire?

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Building an Opening Statement

• SHOW IT - results narrow to specifics
• The reason for that is
• You mean I have to move because of the
  underground fire?

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Building an Opening Statement

• REPEAT IT - create a memory
• Please remember that
• You mean I have to move because of the
  underground fire?

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The Opening Statement

• Does the Opening Statement
• Address the principle, underlying concern?
• Explain the process?
• Remain short and concise?
• Use a positive tense?
• Invite participation?
• Stand apart and remain memorable?
• Commit to follow up or feedback?