Please enable JavaScript.
Coggle requires JavaScript to display documents.
Leading Productive Meetings - Coggle Diagram
Leading Productive Meetings
General Principles
6 Principles of successful meetings
Purpose
what is the results you want?
Time
the shorter the better
Agenda
step by step outline
Preparation
prepare questions
Focus
stay engaged
Leadership
person in charge
Frequency and style
Daily
keep daily meeting brief
check win with each other
Weekly
more formal
collaboration
coordination
Monthly / Yearly
Announce new projects
Trainings
Using technology
Technology checklist - phone, audio, video
Before the meeting
Determining whether a meeting is necessary
do we have all the info for the meeting?
do you need to discuss and collaborate? or just delegate?
is it critical for everyone to be on the same page?
would this meeting directly serve every attendees valuable activities (profit)
Scheduling the meeting
use the same calendar tool
consider the rhythm of your org
send reminders
Determining a meeting leader
responsibilities -
selecting a leader - seniority/ rotation
Creating an agenda
Preparing brief training
what? one simple concept
how? share a story / plan for group participation / work as a group to solve a problem
Coming prepared
bring personal calendar
bring gathering point for notes
bring agreed-upon action items
use a task reminders list for each meeting
bring training materials
Starting the meeting
Budgeting time
Agenda
give each attendee an equal number of minutes to speak based on the time remaining
Opening on a positive note
arrive early
eliminate distractions
greet ppl when they arrive
set the tone
remind the attendees on the purpose
Presenting brief training
grab their attention
speak as little as possible (their words)
allow attendees to discover themselves
be brief
Following up on commitments
did you do this?
what obstacles did you encounter?
avoid a long discussion
get a new commitment with a date and time completion
follow-up in a one on one meeting
finish with brief, specific and sincere praise
During the meeting
Being heard
ensure everyone is attentive and listening
getting everyone to participate
brainstorming ideas
make a note to yourself to follow up with that person
Giving and taking feedback
focus on action and results
use softening words
be receptive
schedule separate meetings to deal with hidden issues
Keeping meetings productive and on topic
direct comments to the group
refer to the ground rules often
use a timer to keep the meeting on track
Taking minutes
designate a notetaker
focus on actions
how to use meeting minutes - share
Closing the meeting
summarize commitments - who, what, when
gathering points
Closing the meeting (confirm when and where any related future meetings to be held)
end on time or early
After the meeting
Completing action items
reviewing action items
--what is the next step, when will that step be done, where is its home?
schedule time to complete tasks
report back when commitments have been done
Following up on action items delegated
when delegating out, create a waiting for in task
create a task / reminder
create follow-up reminders