Step #10: Effective Meeting Formats

          When planning your next great meeting, you must consider what the best format for your meeting will be. Are you going to lecture? Will you interact with the group? Will you have smaller groups for discussion? Either way, consider Many Different Formats for your meeting.

          During your meeting, it is ideal to bring all players into the discussion and emphasize interaction. You can integrate this into your meeting by writing appropriate amounts of time for discussion into your agenda. Consider that there must be a fair ratio of discussion time to presentation time, and that well informed participants may need less lecture time, and more discussion time.

          Also, consider that a variety of discussion time may be needed. Is the group small enough to discuss in a group? Or, should the group be broken into smaller discussion circles?

          Some formats to consider using in your next great meeting include:

Whole Audience

Small Groups

Debates

Panels

Town Hall Style

One-on-One

Skills Practice

          Or, you may find that the most effective meeting format is one that you have invented on your own. Taking a unique approach to the problem typically gets your audiences reaction!

Written By: James Willies
Sources:
Effective Meeting Formats http://www.manager-tools.com/2005/08/effective-meetings-get-out-of-jail
How can we make our... http://www.inc.com/articles/2000/04/18128.html
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #9: Minutes of Past Meetings

          Your greatest link to a successful future, is your past mistakes. It is best to keep a written record of your past meetings and, in planning for your next great meeting, you will use these minutes to improve on your process.

          Plan to create minutes at your own meeting. There are many Online Formats that you can use to create meeting minutes. Typically, minutes will include:

- the name of the organization holding the meeting

- the place the meeting was held

- the date

- the list of people present

- the time the meeting was called to order

- what was said during the meeting

          Meeting minutes can follow a chronological format or the format of the agenda that you prepared before the meeting began. You may considering using evaluation forms to get guest feedback on your current and previous meetings. Typically these forms are confidential, and guests can feel free to speak their minds. Look at past evaluation forms to improve on your current and future meetings. 

Written By: James Willies

Sources:

Minutes Templates http://office.microsoft.com/en-ca/templates/CT010117260.aspx

Minutes http://en.wikipedia.org/wiki/Minutes

Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #8: The Meeting's Appropriate Site

          Your choice of venue can be critical to ensuring that your message is communicated in an effective manner. By matching your meeting site to it's purpose, you will avoid unnecessary interruptions and bumps on the road to your next great meeting.

          Consider first the size of your audience. Once you have determined who should be in attendance, you will know what size of a group to expect. You may need to use a room in your office building, a conference center, or even a think tank. Your meeting could even take place at a retreat (if appropriate in length of time and necessity). Large groups usually need a venue that will help to facilitate the meeting in a comfortable manner. In this case, a conference center is best. Or, smaller groups may need a more casual atmosphere, equipped with personal discussion spaces. In this case, a think tank may suit the needs of your audience.

          You could have a large portion of your planning time inspecting the potentials sites in person. Cut this time in half by developing a site checklist that will assist in your evaluation of each facility. Consider your first impression, your opinion of the quality of food offered, and the accessibility needs of your audience. By doing this well in advance you will also avoid last minute problems. Some venues may book faster than others due to the timing of your meeting or the level of popularity surrounding the facility.





Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #7: Involve Participants at the Meeting

          The most important person at your meeting will typically be... no, not you. The audience! If you prepare the material to suit your audience then you should have greater success in communicating your message. We must seek to ensure that our audience is not only listening, but also understanding our message.

          As written by Stephen Covey in Seven Habits of Highly Effective People, you must "Seek first to understand, then to be understood" by your audience. The audience needs to be kept fresh! Consider the following factors involved in your deliver:

Language

Are you using accurate vocabulary?

Are you monitoring the cleanliness and amount of humor?

Are you saying anything offensive?

References

Is your audience too young or old to understand the event you are discussing?

Was that product offered in their country?

Are they online?

Interaction

Does your audience have an attention span long enough to engage in that activity?

Do you need to add or remove any activities?

Delivery

Are your vocals loud or soft enough?

Are you using offensive body language?

Does the room even want to be engaged?

          Once you have considered these factors, you may need to make changes to your agenda. Try to use different room setups when appropriate. Sometimes, the answer to your problem may be to change the room from a cluster to a round shape. 

Written By: James Willies

Sources:

Stephen Covey https://www.stephencovey.com/7habits/7habits.php 

Know Your Audience http://robchristeson.com/tag/know-your-audience 

Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #6: Use Pre-Work in the Meeting

          There is not much to say about this step, BUT it is often overlooked by meeting facilitators. Ensure that the material that you provide in anticipation for the meeting is integrated into the agenda. This is where you will begin combining the steps to a great meeting.

#1 Is the meeting necessary? Use your pre-work to show that the meeting was needed. And, reinforce the pre-work that you used to support this notion at the meeting. By doing so, you will be demonstrating that you have respect for everyone's time.

#2 Appropriate attendance? Part of your own pre-work was to arrange for the right people to be in the right place at the right time. By demonstrating this (with their attendance) at the meeting, you will be reinforcing your audiences question: should I be here?

#3 Was the pre-work prepared and distributed? In an appropriate and timely manner? You gave the audience their pre-work for a reason. Now, demonstrate what that reason is!

#4 Use the agenda. By integrating your pre-work into the agenda, you have given the pre-work a purpose. It is material that is useful to refer back to, and to give an appropriate amount of respect to it's presence.

#5 Is the right facilitator present? By preparing your appropriate facilitator with your rock solid agenda, you are integrating the pre-work at the most basic level. By doing so, everyone will be on the same playing field at the beginning of your great meeting.

Written By: James Willies
Sources:
          Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #5: Appropriate Facilitation for a Meeting

          You may or may not be the best person to communicate your message. Consider the vehicle that you will use to convey your message. Either way, each meeting must have a leader who is equipped with your thorough and concise agenda. This will help your meeting stay on-track and can improve the flow of the information that you are projecting.

          The facilitator for your meeting must understand your expectations for the meeting. So, you must consider what your group will be most inclined to pay attention to. Typically, bigger audiences require a bit of theater to engage their attention. However, speakers who are used to providing this theatrical aspect may need to be limited on their speaking time. For example, the main speaker should typically be limited to 15 to 20 minutes. Try sitting in one spot and counting to sixty.

Seriously, try it right now.

...

...

...

          Did that seem longer than a minute? Many speakers can forget that their audience is simply sitting and hopefully listening. It is your job to filter the time that the audience has to get bored. Speakers can also be limited to six slides per 15 to 20 minutes. This will avoid the group read-in and ensure that the maximum amount of information is being presented and not read. Speakers may need to be provided with templates that you have prepared in advance.

Written By: James Willies
Sources:
          Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #4: The Agenda

         It's time to get yourself on-track for your meeting. You have prepared the question that you would like to present, and hopefully you have an answer to that question. But, now you must consider how you will communicate your message to the audience, and create an agenda to help you stay on topic throughout. The more that your group is on track, the more success you will encounter at your meeting.

          Break down the steps that need to be accomplished in your head. Sketch out a mental picture of what the meeting looks like. Then, use simple technology to help put these ideas on paper. Type your agenda in an easy-to-read format. There are a number of websites that can help you with the creation of an Agenda. Consider all factors involved. How long will the meeting be? What sort of budget will need to be in place?

          Be as realistic as possible with your agenda. The more realistic you are with your expectations, the more success you will experience in the long-run. Don't overload your plan for the meeting. Consider what the appropriate amount of materials/presentations/topics/exercises are to communicate your message. And, make breaks as long as possible. Everyone should understand the importance of staying fresh, and typically 20 to 30 minutes should do the trick.

          Print your agenda and keep it with you as a tool for your continuous success. Write all over the page and constantly refine your plans. You may find that your expectations/goals change as you go through the steps of organizing a great meeting.

Written By: James Willies
Sources:
          Write an Agenda http://www.wikihow.com/Write-an-Agenda-for-a-Meeting
          Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #3: Prepare and Distribute Meeting Pre-Work

          Now that you have deemed your meeting necessary and you have reviewed the possible attendance for the meeting, you must prepare and distribute any necessary pre-work. Some of the worst meetings begin with handouts or Power Point slide packages that you could have reviewed prior. There is no need for a group read-in, or wasted valuable meeting minutes. By distributing pre-work you are showing respect for the time that each party has to offer. As mentioned, you are not there to waste anyone's time.

          Prepare pre-work in the most efficient and effective manner. This could come in a number of forms. Consider using reports, charts, competitive info, sales month-to-date, or production plans. Consider using websites, videos, or images. Basically, consider what the quickest way to deliver your simple message is. This could also include follow-ups and notes from previous meetings.

          Distribute appropriate pre-work in a timely manner. There are a few key words in this sentence for a reason.

APPROPRIATE - do not undermine the knowledge that your audience may already have. There is nothing worse than reading something that you already know. On the other hand, do not assume that your audience knows everything that you are planning to discuss. Provide them with the knowledge, and therefore tools, to get the most out of your message.

TIMELY - distribute pre-work at a minimum of 48 hours in advance. This allows for the appropriate amount of time to review the work, and to not be rushed in doing so. If you are able to distribute the work sooner, do not hesitate.

          Aside from your own pre-work, plan and enforce deadlines for your guest speakers. Allow plenty of advance notice to your presenters of these deadlines and offer Simple Speech Writing Tools. Also, for both parties pre-work, allow plenty of time to get permission for all materials used.

Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #2: Achieve Appropriate Participation

          Now that you have determined that your meeting is necessary, there are a few different types of people that you may need to attend your meeting. You will need to have appropriate attendees (people that you need to hear the message that you are conveying) and appropriate speakers (people that are going to help you deliver the message that you are conveying). Write a simple sketch of what your meeting looks like. And, ask yourself if the people that you have selected are necessary to accomplish your goals. The last thing that you want to do is waste your attendees and your own valuable time.

          Are presenters necessary for your meeting? Can you communicate the message with your own presentation skills? Will guest speakers enhance the message that you are trying to convey? These are all important questions to consider. Your meeting may be intimate, and negatively affected by outside sources. But, large conferences usually benefit from a variety of speakers, who offer a variety of presentation methods. Consider having local guests and other VIPs behind your back.

          Once you have decided that the people you have chosen are necessary, you must work with their schedule to make sure that they are available. By offering your guests plenty of advance notice, you will achieve your maximum attendance potential.

           Consider offering several meeting dates and sites for attendees to choose from. In doing so, you will pick the best possible time and place for your meeting. But, avoid becoming the middleman who is only catering to others' needs. You must remember that this meeting can benefit both your guests and yourself.

          You must also consider the degree at which you will be catering to your presenters' needs at the meeting. Can you reimburse their long-distance travel costs? Will your venue have enough technology to support your speakers' needs? These questions (and more) must be considered before officially inviting presenters to your aide. We will review aspects of these considerations in the next few steps.


Written By: James Willies
Sources:
Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf

Step #1: Make Sure You Need the Meeting

          As simple as it sounds, the first step to planning a great meeting is to asses whether or not the meeting is necessary. Have you ever sat at a meeting and wondered why you were there? Or felt frustration that you took time out of your schedule to attend a function that could have been communicated with a simple hand-out? This is where the first step is derived from.

          What is the message that you are trying to convey? If you have an answer to this question, you are "[beginning] with the end in mind;" as written by Stephen Covey, author of Seven Habits of Highly Effective People. This will help you determine whether or not the meeting is appropriate to accomplish your own goals. Ask yourself if the meeting will accomplish one of the following questions:

Will the meeting solve the problem?

Will the meeting improve the process?

Will the meeting help to make an ongoing plan?

          If you cannot answer one of these questions with a simple "yes" or "no", consider other vehicles to communicate your message or to accomplish your goals. Some other communication vehicles may include email discussions, company newsletters, or phone conferences. In considering these options you must put yourself in your attendees shoes. 

          Consider the annoyance that you have felt with unscheduled phone conferences. This may include a game of Phone Tag, or the feeling that you were ambushed with an issue at hand. Or, the more modern game of email antics. Waiting at your computer screen to see another peers answer pop-up in your inbox can take hours, days, or even weeks. 

           By putting yourself in your audiences' shoes, you can determine what the best vehicle is to get the best results.

Written By: James Willies
Sources:
          Meeting Basics http://www.effectivemeetings.com/meetingbasics/meetings.asp
          Planning a Meeting http://www.rwjf.org/files/publications/RWJF_PlanningAMeeting.pdf