Conducting

Effective
Meetings

By: Romains Bos 1

 Agenda

Purpose
PACER
Code of conduct
Meetings roles and responsibilities
Effective meeting principles
Meeting process
Behaviors that help the meeting
Problem statement
Goal setting
Delegation of action

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 Purpose

To properly drive the performance and accountability

to executable plans to meet meeting objectives and
commitments

3
 PACER

P urpose
A genda
C ode of Conduct
E xpectations
R oles and Responsibilities

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 Establishing a Code of Conduct

Ground rules or norms

-how the meeting should be run
How team members will interact
What kind of behavior is accepted
Rules:
Meetings start on time
Only one conversation at a time
Let everyone finish their sentence / thoughts
Three knock rule
Cell phones will be turned to vibrate during meeting
Tools:
- Brainstorming - Round Robin
- Flipchart
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 Meeting Roles & Responsibilities

Team Leader - sets guidelines and goals

Time Keeper - ensures deadlines are met
Scribe - makes ideas visible
Process Monitor - keeps team focused
Spokesperson - reports to other groups
Meeting Minutes - takes notes

All Members are Active Participants

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Effective Meeting Principles

Set Purpose and Code of Conduct

Define Desired Outcomes
Always have an Agenda
Establish Roles
Capitalize on Brain Power
Take Minutes
Assign Action Items
ROI
Risks, Opportunities, and Issues

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 Meeting Process
Prepare Conduct Follow-Up

Functional stand Schedule Performance

up meetings
ROI Closure
Feedback Review

Schedule
Performance
ROI Review

Feed-Back Plan
External Dependencies

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Behaviors That Help The Meeting
Gate Keeping
Encouraging balanced participation among all team
members
Clarifying
Listening and probing for understanding
Harmonizing
Bringing together different points of view and helping
people work through differences
Initiating
Offering new ideas and suggesting different approaches
Summarizing
Reviewing the discussion and decisions made and
planning next steps

........Building Trust
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 Problem Statement
Format for a good problem statement :

The (current process) is resulting in Components

(measurable negative effect) and Negative statement
Result
(business-related consequence). Consequence

We are (producing defective product)

(leading to an increase in customer complaints)
(which could jeopardize our market share).

No hint of the solution should be in the problem statement

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Goal Setting

S S mart
M
M easurable
A
R A chievable
T R ealistic
T imely

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Delegation of Action

Ensure task is relevant

Ensure task is clear
Break large task down
Get completion date
Look for subject matter experts
Get willing commitment
Offer assistance (yours or others)
Create and distribute Action Table / ROI
Follow-up
Recognize achievement

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