- Over 11 million business meetings are How to Run held every day in the U.S. - Managers spend 30 to 70 percent of their a Meeting time in meetings. - Most professionals attend around 62 meetings/month, with > 50% of these perceived as a waste of time. - A productive meeting of top managers Sharon Anderson, M.D. costs thousands of dollars per hour; unproductive meetings cost more Associate Dean for Faculty Development & - One successful company banned Faculty Affairs, OHSU meetings between 9 a.m. and 4 p.m.; May 2006 others have a “meeting-free day” each week; others have stand up meetings (don’t sit down) . . . Scott Adams Downloaded on 3/4/16 from https://www.ohsu.edu/xd/education/schools/school-of-medicine/faculty/upload/1-HO-How-to-Run-a-Meeting.ppt Characteristics of Effective First and Foremost Meetings Is this meeting necessary? Purpose and goals are set in advance Does it have a purpose or goal? -> if not, skip it Is there an agenda? -> if not, productivity is unlikely Appropriate people are attending Will the appropriate people be present? Agenda (with timeframes) is prepared and If not, decisions may be deferred, and it will take distributed in advance time to update key individuals on what they Background information is distributed in missed advance; participatory assignments are made Could this be covered by memo or e-mail? Meeting is actively managed Always ask: Is a meeting the best way to handle this? Meeting ends with wrap-up, including action items and assignments What would be the likely consequences of not holding this meeting? Written minutes are distributed promptly 1
The Top Five Reasons to Hold a Reasons NOT to Have a Meeting Meeting Because we always have 1. The interaction of opinions is necessary monthly meetings to create an idea, plan or project For informational purposes 2. Group dynamics are essential to the accomplishment of the purpose Because people won’t read their 3. Time restrictions limit other options e-mail 4. The subject is sufficiently complex as to require interaction and explanation 5. The boss/chair/organization says to hold a meeting 6 Main Functions of Meetings Consider the Basics Jay, A. Harv Bus Rev 54:43, 1976 Jay, A. Harv Bus Rev 54:43, 1976 “Many long-established committees are #1 - The meeting defines the team. Those present belong, those absent do not. little more than memorials to dead #2 - The meeting is where the group revises, problems.” updates, and adds to what it knows as a group. “It would save no end of managerial #3 - The meeting helps each individual time if every committee had to discuss understand the collective aim of the group, and its own dissolution once a year, and put the way in which his/ her own and others’ work up a case if it felt it should continue for can contribute to the group’s success. another 12 months.” 2
6 Main Functions of Meetings 6 Main Functions of Meetings Jay, A. Harv Bus Rev 54:43, 1976 Jay, A. Harv Bus Rev 54:43, 1976 #4 - The meeting creates in all present a #6 – A meeting is a status arena. commitment to the decisions it makes and the objectives it pursues. [Real opposition to a decision usually consists of 1 part disagreement with the decision, to 9 parts resentment at not having been consulted before the decision.] #5 – A meeting may be the only occasion where the group actually exists and works as a group , and the supervisor is actually perceived as the leader of the team. Characteristics of Effective Hot Tips Meetings Appropriate people are attending If there is no agenda circulated in advance, the meeting is likely to be If not, important decisions may be informational and you can skip it deferred, and it will take time to update key individuals on what they Ideal time to circulate agenda = 2-3 missed; reschedule the meeting days in advance 3
Strategies for Leaders The Agenda is Critical Tom Gilmore and Ellen Schall Ask for agenda items in advance Dilemma: Excessive ratio of informing to using the information Agenda must include: Strategies: Topic for discussion Put informational and noncontroversial items in a Presenter or discussion leader for each topic consent agenda , circulated in advance; do not Time allotment for each topic discuss unless someone specifically requests same On the agenda, put “Information Only” For each agenda item, indicate status (information, items and so designate action, vote; or “for information, for discussion, for decision”) May include time/location of next meeting The Bell Shaped Agenda The Bell Shaped Agenda Shoop BL, IEEE. Item 5: Hardest Item Purpose of the Bell Shaped Agenda is to structure events around group Why in the middle? energy and attention. The first few items help the meeting participants Attendance: late comers have arrived to work as a group on easy items and early-leavers have not yet left. before tackling more difficult items. Item 1: Welcome Attention is focused on the meeting by Item 2: Minutes now, but not yet concerned with next Item 3: Announcements appointment. Item 6: For Discussion Only – Short, non-controversial Will often be presented as Item 5 – Example: upcoming events (hardest item) at subsequent meeting for Item 4: Easy Item vote or decision. – More than one item may be included in this section, but should not be controversial 4
The Bell Shaped Agenda, cont’d Common Problems and Solutions Solutions Problem Item 7: Easiest Item Prepare and distribute agenda End of this meeting is the beginning of the well in advance Participants don’t next meeting. Distribute background data show up, or and information before the End on positive note of agreement and Participants show up meeting encouragement. cold and unprepared Make “assignments” to do Good time for member recognition. to address the issues/ research and compile data, or topics… it bogs down even just think about an issue TIP: Never have “Other Business”. If people can’t the meeting. This creates “active worriers” supply the agenda item before the meeting, it can’t ready to participate be important – or they are doing it for tactical reasons. Strategies for Leaders Getting Started Tom Gilmore and Ellen Schall Dilemma: Lack of advance thinking on critical Leader should arrive early; make sure issues the room is arranged, AV equipment Average advance thinking on the circulated agenda is ready, handouts present, etc. < 1.5 minutes Strategies: Consider the room arrangement Give people active and differentiated assignments publicly, in advance, so they know they will have an active role Indicate on agenda the name of the person expected to start each piece of the discussion (creates “active worriers” and incentive to show up) 5
Meeting Room Arrangements Managing the Meeting Shoop BL, IEEE. X • Theater Style START ON TIME , consistently. – Leader has great power by position. Sends the message that time is valuable – Participation and interruption by audience is limited. Do NOT, regardless of the status of a late X member, recap the discussion s/he missed; • U-Shaped Style this rewards being late – Equality of membership. – No doubt of who the leader is. “On-time culture” tricks – Good visibility for visual aids. Differentiate those who are responsibly absent (have indicated absence in advance) • Circle Style – Democratic: equality is stressed. from those who have just not shown up – Great visibility by participants. Introduce attendees, if not already known – Obvious body language. – Excellent participation. Strategies for Leaders Getting People Engaged Tom Gilmore and Ellen Schall Advance assignments Dilemma: Weak traditions of Consideration of motives of those representation present Strategies: Have something interesting and Be clear and keep restating representative important on the agenda, which would roles, and expectations of reporting to not be as well commmunicated by e- constituencies mail and will generate incentive to Actively inquire how they are reporting attend back and forth to their constituencies 6
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