Tips for Successful Meetings

Transcription

1 Tips for Successful Meetings Meeting Matters Sample Agenda Format Role of a Meeting Facilitator Consensus Decision Making Tips for Successful Meetings Implementing change for an organization starts with a meeting of dedicated individuals who desire to make a positive impact on the profession. If carefully developed and executed, meetings are the single most effective tool at our disposal. If mismanaged, however, meetings can become the default setting when we have lost our way. By applying a few tips for successful meetings, the organization and participants will reap benefits worthy of the resources invested. Pre Meeting Tips: Identify the facilitator and understand the role of the meeting facilitator. Provide facilitator contact information. Confirm date, start time (including time zone), end time, location (face to face or virtual via conference call), and assure that participants have all pre-read materials at least a week in advance of the meeting to allow time for proper review. For virtual meetings, provide meeting web links and conference call access numbers. Set the agenda being sure to include information from the above three items on the document for reference. If meetings are scheduled several weeks in advance, an reminder from the meeting facilitator, or a personal call to individuals, will increase meeting attendance. Meeting Tips: Start with welcome and introductions Share your genuine appreciation to each person through an enthusiastic welcome and acknowledgment of the commitment of time. In virtual meetings, voice tone and energy are particularly important to engage the group. If this is the first group meeting, ask for individual introductions and ask participants to share why he/she chose to participate. Be aware if it is a first time meeting for any one individual who may not know others. Introductions are for the benefit of all and create an atmosphere of inclusion. Designate a timekeeper to aid in keeping the conversation progressing and on time Mill Road, Suite 1300, Alexandria, VA P F [email protected]

2 In virtual meetings, ask individuals to identify by name before commenting so that minutes may reflect proper actions. Brief Review of Agenda A review of agenda items allows participants to gauge when to comment and creates a comfortable flow of dialogue. For example, this is particularly important when a topic of interest could be listed under either Unfinished Business or Action Item. For smaller committee-type meetings, the agenda may only list one or two action items. The key is to understand purpose of meeting and focus on objective(s). Set Expectations Accountability begins with starting and ending meetings on time. Use a Parking Lot to capture agenda items for future meetings that are identified during the discussion, but need to be discussed at a later date. This strategy will allow the current meeting agenda to remain on topic and time. 1) For face to face meetings, utilize oversized post-it on the wall to capture items 2) For virtual meetings, designate someone to maintain the Parking Lot of topics Explain the HALT approach. Any participant in a meeting may call HALT at anytime to express that he/she is Hungry, Angry, Lost (in the dialogue), or Tired. The meeting facilitator will redirect the meeting accordingly. Review Meeting Matters with all participants For additional information on meeting facilitation or volunteer engagement assistance, contact a representative of AAPA s Constituent Organization Outreach and Advocacy team at [email protected] or call American Academy of PAs 2

3 Meeting Matters Thank you for your dedication and commitment in attending this meeting. I ask that each of us agree to the following meeting principles as this, meeting matters: I agree to: 1. provide open, direct, and honest communication 2. participate in the discussion understanding that silence is agreement 3. respect and listen to all viewpoints before making decisions 4. build and nurture trust in those around me by commenting only on ideas and not the person making them 5. avoid side conversations or interrupting when others are speaking 6. keep comments brief and to the point 7. encourage the risk of innovation as failure to act is also a risky decision 8. clarify misunderstandings when they first occur 9. create opportunities to draw less active participants into the discussion 10. avoid multi-tasking through use of electronic devices 11. remain engaged by providing periodic status updates and reviewing meeting materials in advance 12. foster an environment of accountability by completing commitments on time and only accepting items which I am able to complete 13. avoid making commitments on behalf of those who are absent 14. foster fun by maintaining a sense of humor and keeping conversation in perspective 15. support the group s final decision and speak with a unified voice For additional information on meeting facilitation or volunteer engagement assistance, contact a representative of AAPA s Constituent Organization Outreach and Advocacy team at [email protected] or call American Academy of PAs 3

4 Agenda / Order of Business Sample Format Meeting Goals: Time Frame: ## minutes [Insert name of group] [Insert day, date, time (begin and end), time zone] [Insert location for face to face meetings or call access/web links for virtual meetings] Agenda Item Discussion Leader Duration 1. Call to Order Welcome Introductions Review, Edits, and Approval of Minutes 1. Action Items [Name of Project Leader] 2. Unfinished Business 3. New Business 4. Reports Informational only; no action items. List reports by title and provide as preread materials. Add verbal comments to written report as time permits highlighting only critical items. 5. Other Opportunity to capture items for next meeting agenda 6. Adjournment Agree upon next meeting date/time Review action items, commitments and timeline Call for motion to adjourn [Leader Submitting Report] As time permits 5 Minutes 5 Minutes American Academy of PAs 4

5 Role of a Meeting Facilitator In addition to the general responsibilities found in Meeting Matters, the role of a facilitator is to serve as a meeting host and leadership guide. Special Facilitator Skills Needed: Knowledge of the members and ability to develop a team atmosphere through camaraderie Understanding of the broad organizational perspective with ability to anticipate the agenda and related conversation Adept at redirecting conversations to apply consensus decision making strategies Ability to diffuse confrontational language Ability to drive and create action from obscure discussions Responsible for keeping meetings on time and topic Familiarity with virtual settings which are particularly challenging for facilitators because the benefit of body cuing is not available. For this reason, is it important for the facilitator to fill long pauses in conference call conversations while balancing against an appropriate time for response. Often virtual attendee phones are muted, and it may take an inordinate pause for response. In this case, practice at facilitating virtual meetings and voice recognition of the members will provide added ease and skill development. Sincere appreciation for member dedication and commitment Consensus Decision Making Consensus decision-making is a very collaborative process that seeks widespread or full agreement. The consensus building model is chosen over most voting models in small work groups as a way to build and develop long term relationships and cohesive teams. Groups using consensus commit themselves to the goal of generating as much agreement as possible. Different groups may have different decision rules (standards for how much agreement is necessary to finalize a decision). Regardless of the ultimate decision rule, however, all groups using a consensus process strive for the full agreement of all participants. In the end, all participants have a shared ownership in a unified voice. Positive reasons why individuals might modify their position to support a team s consensus decision include: Agreement with most parts of the proposed decision A decision to let go of a non-crucial element of their point of view in order to strengthen team alignment on the topic Understanding that the final decision does not compromise team values An assessment that the final decision has the best chance for successful implementation because so many members of the team support it American Academy of PAs 5