Understanding teams and groups with tools on leading effective meetings

1. Teams & Meetings
Presented by
Jim Marteney
Or

2. Team vs. Group
Collection of Individuals
People occupying
the same space

3. Team vs. Group
Group
Members goal: to fulfill
group role or assignment

4. Team vs. Group
Team
Members Goal:
Reaching the team goal

5. What is the goal/vision of your department?

6. Keys to Effective Team Membership
Make your team better

7. Keys to Effective Team Membership
Platinum Rule
Treat others as they want to be treated

8. Keys to Effective Team Membership
Platinum Rule
Treat others as they need to be treated

9. Keys to Effective Team Membership
Reward Your Team mates

10. Trust
Being able to rely on
each other in
uncertain situations

11. Trust
Blocks to Building Trust

12. Consensus
Not all have to
totally agree
Just no one
totally
disagrees

13. Consensus
From
commander or
controller
To team builder

14. Consensus
Suggestions for Reaching a
Consensus
Avoid always arguing for your position
Don’t assume Win/Lose Positions
Don’t try and avoid conflict
Avoid easy methods
Seek differences of opinion

15. Consensus
Suggestions for Reaching a
Consensus
Try and involve everyone
Use group pronouns
Avoid communication of closed mindedness
Clarify misunderstanding in meanings
Orient group towards group goals

16. Running a Meeting

17. Running a Meeting
“Sometimes I get the feeling
that the two biggest problems
in America today are making
ends meet..and making
meetings end.”
--Robert Orben

18. Running a Meeting
“Meetings...are rather like
cocktail parties. You don’t
want to go, but you’re cross
not to be asked.”
--Jilly Cooper

19. Running a Meeting
“A conference is a gathering
of important people who singly
can do nothing but together
can decide that nothing can
be done.”
--Fred Allen

20. Running a Meeting
“A committee is a group that
keeps minutes and loses
hours. .”
--Milton Berle

21. Running a Meeting
“We are going to continue
having these meetings,
everyday, until I find out why
no work is getting done.”
--Unknown

22. Meeting purposes include:
• giving information
• training
• discussion (leading to an objective)
• generating ideas
• planning
• workshops
• consulting and getting feedback
• finding solutions/solving problems
• crisis management
• performance reporting/assessment
• setting targets and objectives
• setting tasks and delegating
• making decisions
• conveying /clarifying policy issues
• team building
• motivating
• special subjects - guest speakers
• inter-departmental - process improvement
Why Call a Meeting?

23. How much does a meeting cost?
Salaries of participants
Time away from other tasks.
Conference room

24. How Good Are You at Running a Meeting?
“What words come to mind when I say the
word ‘meetings?’ For me, it’s boring and a
waste. “
--Marty Nemko

25. How Good Are You at Running a Meeting?
Percentage of executives believe meeting time is
wasted.
50%
Percentage of executives admit to daydreaming in
meetings
Percentage of executives admit to missing meetings
Percentage of executives admit to falling asleep in
meetings
91%
96%
39%
Percentage of executives report attending more
meetings this year than a year ago.
46%

26. How Good Are You at Running a Meeting?
Which of these are good reasons to call a meeting.
a. For people give progress reports.
b. To brainstorm
c. Both a and b.

27. How Good Are You at Running a Meeting?
Which of these are good reasons to call a meeting.
a. For people give progress reports.
b. To brainstorm
c. Both a and b.

28. How Good Are You at Running a Meeting?
Each meeting agenda should list the topics to be discussed,
for example, the company pay structure.
False. Each meeting’s agenda item
should list the expected outcome, for
example, an agreement on a new pay
structure. That reduces the risk that
the meeting will be all jawboning and
no outcome.

29. In advance, the leader should send participants the
agenda, including the time allocated to each item.
How Good Are You at Running a Meeting?
True. Knowing the allocated time encourages
people to be time-effective in their comments

30. Often, the leader should give participants something to
prepare for the meeting. For example, for problem-solving
meetings, have the group read the necessary background
information and then think of one possible solution to the
problem.
How Good Are You at Running a Meeting?
True. That will make the meeting more
significant for each member.

31. If you know you're going to advocate for something,
your opening sentence should be rehearsed.
How Good Are You at Running a Meeting?
True. First impressions matter a lot. Also,
getting off to a good start will increase your
confidence.

32. It’s often wisest to have a meeting first thing in the
morning.
How Good Are You at Running a Meeting?
False. That’s the worst time. That’s when
people are freshest and should be working on
activities requiring maximum performance.
Meetings are rarely that activity. Scheduling
your meeting just before lunch or day’s end
also encourages people to stay within the time
limit they want to get out.

33. True. Divide and conquer.
How Good Are You at Running a Meeting?
If there's an issue you plan to argue for in a meeting,
try to sit so you have eye contact with your allies and
seat your opponents apart from each other.

34. False. Meetings should start on time so as not to
punish the punctual. In future meetings, tardy
types will more likely show up on time. Starting on
time also shows you value participants’ time.
How Good Are You at Running a Meeting?
If some participants are late, wait five minutes before
starting so you avoid having to go over material again.

35. The leader’s introductory remarks outside the agenda
items should only last a minute or two.
How Good Are You at Running a Meeting?
True

36. Encourage people to air their opinions, even if
controversial.
How Good Are You at Running a Meeting?
True. On important contentious issues, consider
bringing in an outside
facilitator.

37. Praise in Public, Criticize in Private
How Good Are You at Running a Meeting?
True

38. Even if an attendee is long-winded, the leader should
rarely interrupt.
How Good Are You at Running a Meeting?
False. Long-winded or tangential statements are a
major reason people hate meetings. You’ll be
appreciated for tactfully cutting them off.

39. During meetings, it's often wise to have an activity
that breaks the attendees up into groups of two or
three.
How Good Are You at Running a Meeting?
True. That maximizes participation and alertness.

40. If the participants are starting to look bored, the chair
should propose a 10-minute break.
How Good Are You at Running a Meeting?
False. Unless you've already been going for longer than
45 minutes, it's wiser to pick up the pace by standing up
and speaking louder and more quickly to arouse the
participants. Also choose lively participants to address
the meeting.

41. Document the decisions made by the group, especially
the person assigned to an action item and when and
who will follow-up to be sure it’s done.
How Good Are You at Running a Meeting?
True

42. At the end of each meeting, review its effectiveness and
suggest improvements for the next meeting.
How Good Are You at Running a Meeting?
True.

43. At the end of each meeting, review its effectiveness and
suggest improvements for the next meeting.
How Good Are You at Running a Meeting?
True.

44. Running an Effective Meeting
Plan
Inform
Prepare
Structure and Control
Summarize and Record

45. Running an Effective Meeting
Plan
Inform
Prepare
Structure and Control
Summarize and Record

46. Running an Effective Meeting
Plan
Be clear on meeting objective
Be clear why you need meeting
List topics

47. Running an Effective Meeting
Inform
What is being discussed
What you want from the discussion
Anticipate what is needed

48. Running an Effective Meeting
Prepare
Logical sequence of items
Allocate time for importance of topic
Anticipate what is needed

49. Running an Effective Meeting
Structure and Control
Evidence then interpretation stage
Then move to action stage
Don’t jump ahead or going
back

50. Running an Effective Meeting
Summarize and Record
Summarize all decisions
Record immediately names
responsible

51. Running an Effective Meeting
Plan
Inform
Prepare
Structure and Control
Summarize and Record

52. Now
Create a Great
Team