How to Run Meetings

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					                                                 Objectives
                                     • List three reasons to have a
  How to Run Meetings                  meeting
                                     • Give examples of traditional and
                                       modern methods of a meeting
         Myrna Newland, MD
         James Newland, MD
                                     • Describe preparation for a
                                       meeting
                                     • Describe techniques for running
                                       meetings




      Financial Statement                   Kinds of Meetings
• We have no financial interest in   • Traditional Face to Face
  this presentation whatsoever.        – Informal: run by a chair
                                       – Formal: someone presides (e.g..
                                         Faculty senate
Myrna Newland, MD
                                       – Workshops: Leader facilitates
James Newland, MD
                                       – Scientific session: moderator




       Kinds of Meetings              Reasons to Have a Meeting
• Modern meetings                    • When issues must be discussed by
  – Telephone conference               a group
  – Meeting via internet             • When a vote is required for
  – Interactive video                  action to occur
                                     • Organizational bylaws require a
                                       meeting




                                                                           1
  Is a Meeting Necessary?                  Characteristics of a Good Chair

• Don’t call a meeting just to             •   Begin and start on time
  inform people of things when a           •   It is no sin to finish early!
  memo or email would suffice:             •   Always have an agenda!
  there may be exceptions                  •   Move it along!
                                           •   Keep the people focused
                                           •   Be fair to all




Characteristics of a Good Chair                Characteristics of a Bad Chair

• Make sure everybody participates         •   Domineering
• If the meeting uses Robert’s Rules of    •   No achievement: just runs
  Order, know the basics or have a         •   Insecure, lazy: avoids decisions
  parliamentarian. (e.g. Faculty Senate)
                                           •   Ego Trip: The chairperson’s self-
                                               indulgence is the greatest barrier
                                               to the success of a meeting!




   The Major Step in Being a
                                                          Preparation
       Successful Chair
• Preparation!!!                           • Be Aware of the Environment
• Preparation!!!                             – Check the room
• Preparation!!!                             – Pick a round table, if possible
                                             – Projector and microphone work
                                             – Comfortable temperature




                                                                                    2
            Preparation                           Sample Agendas
• Agenda                                     Anesthesia Faculty Meeting
  – Always have one!
                                             Date; Time; Place
                                             Persons attending
  – If formal, give to participants
    ahead of time                            Items to be discussed
                                                 Bellevue update
  – Identify action items with
    responsible person                           Pre-op guidelines
  – Most important topics go first
                                                 Guest presentation




    General Faculty Meeting                        Faculty Senate
         Date; Time; Place
                                                     Date; Time; Place
     Approval of minutes                  Approval of minutes
     Introduction of new faculty          Announcements
     Announcements                        Unfinished business
     Reports
                                          New Business
     Approval of candidates for degrees
     Open discussion/other business       Reports
                                          Open Discussion




      Mentoring and Career
                                                     Preparation
          Development
           Date; Time; Place              • Handouts, if needed, well before
Approval of minutes                         meeting!
Update: Research proposal                 • More than one handout: color
Update: Visiting professor                  code!
Review of noon luncheon topics            • Have extra handouts at meeting!
Discussion of new faculty orientation
Mentoring issues




                                                                               3
             Preparation                           Audiovisuals
• With a lot of material: use          • Make sure the equipment works!
  executive summaries                  • Spare parts on hand or audiovisual
• Anticipate problems                    support nearby
  – Questions that might come up       • PowerPoint is better than overheads
                                         or slides. Go mod!
  – Contentious items (e.g. budgets)
  – Absence of key persons




          Formal Meetings                       Formal Meetings
• Use a consent agenda when            • Hot topics
  appropriate                            – Clearly state how the discussion will
   – Procedural items                      be handled
   – Usually reports                     – How long each speaker has
   – May not need to be discussed        – Be well prepared for this one!
   – Can just be approved




         Informal Meetings                    Informal Meetings
•   Still have an agenda               • Worst thing: nothing gets done
•   No surprises                       • Look out for the person who
•   Have someone take minutes            brings up a complex topic at the
•   Action items: who will do what       very end!
    and when




                                                                                   4
      Disruptive Behavior                     Disruptive Behavior
• Hot topic brought up not on the      • Parking lot issues: save for another
  agenda                                 time
• Arguments (name-calling; shouting)   • This is not the place for this kind of
• Threats                                behavior.
• Intimidation, etc., etc.             • Bring others into the discussion.
None of this happens in academic       • Get a neutral opinion
  settings, so don’t worry about it!   • Who is in charge here???!
                                       • Adjourn the meeting.




            Workshops                         Scientific Sessions
• Plan interactive activities!         • Have cards with 3- and 1-
• Tell them what the activity is and     minute alert notice
  why they are doing it.               • Get someone to be the timer
• Allow enough time for interaction    • Have a question if no one else
• Don’t be a “talking head”              asks one
                                       • Repeat questions from the
                                         audience




      Ten Commandments                        Ten Commandments
1. No meeting unless absolutely        6. Encourage participation
   necessary
                                       7. Lead, but not dominate the
2. Begin on time                        discussions
3. Have a clear agenda
                                       8. Remain impartial, but in charge
4. Stick to the agenda
                                       9. Have clear action items
5. Keep it moving and focused
                                       10. End on time




                                                                                  5
        Meeting Minutes
                                               Meeting Minutes
 (All meetings should have ‘em)
• Minutes should include                 – All agenda items discussed
  – Time and date and place              – Decisions reached
  – Chair                                – If action agreed on, record person
  – Names of all present and apologies     responsible for the assignment
    from absent                          – Time the meeting ended (shows
                                           length of discussion)
                                         – Date, time, and place of next
                                           meeting




        Meeting Minutes
• Do not put anything into the
  minutes that you would not want
  on the front page of the Omaha
  World Herald or the Chronicle of
  Higher Education!




                                                                                6
                                        How to Run Meetings
                                    Myrna Newland, MD and James Newland, MD



Objectives
    •   List three reasons to have a meeting
    •   Give examples of traditional and modern methods of a meeting
    •   Describe preparation for a meeting
    •   Describe techniques for running meetings

Financial Statement
    •   We have no financial interest in this presentation whatsoever.
                      Myrna Newland, MD
                      James Newland, MD

Kinds of Meetings
•   Traditional Face to Face
    –Informal: run by a chair
    –Formal: someone presides (e.g.       Faculty senate)
    –Workshops: Leader facilitates
    –Scientific session: moderator
•   Modern meetings
    –Telephone conference
    –Meeting via internet
    –Interactive video

Reasons to Have a Meeting

•   When issues must be discussed by a group

•   When a vote is required for action to occur

•   Organizational bylaws require a meeting


Is a Meeting Necessary?

•   Don’t call a meeting just to inform people of things when a memo or
    email would suffice: there may be exceptions


Characteristics of a Good Chair
•   Begin and start on time
•   It is no sin to finish early!
•   Always have an agenda!
•   Move it along!
•   Keep the people focused

                                                                              1
•   Be fair to all
•   Make sure everybody participates
•   If the meeting uses Robert’s Rules of Order, know the basics or have
    a parliamentarian. (e.g. Faculty Senate)

Characteristics of a Bad Chair

•   Domineering

•   No achievement, just runs

•   Insecure, lazy, avoids decisions

•   Ego Trip: The chairperson’s self-indulgence is the greatest barrier to
    the success of a meeting!

The Major Step in Being a Successful Chair

•   Preparation!!! Preparation!!! Preparation!!!

Preparation
•   Be Aware of the Environment
    –Check the room
    –Pick a round table, if possible
    –Projector and microphone work
    –Comfortable temperature
•   Agenda
    –Always have one!
    –If formal, give to participants ahead of time
    –Identify action items with responsible person
    –Most important topics go first

        Sample Agendas

                           General Faculty Meeting
                              Faculty Senate
                             Date; Time; Place

               Approval of minutes
               Announcements
               Unfinished business
               New Business
               Reports
               Open Discussion




                                                                             2
                             Mentoring and Career Development
                                     Date; Time; Place

               Approval of minutes
               Update: Research proposal
               Update: Visiting professor
               Review of noon luncheon topics
               Discussion of new faculty orientation
               Mentoring issues


•   Handouts, if needed, well before meeting!

•   More than one handout: color code!

•   Have extra handouts at meeting!

•   With a lot of material: use executive summaries
•   Anticipate problems
    –Questions that might come up
    –Contentious items (e.g. budgets)
    –Absence of key persons

Audiovisuals
•   Make sure the equipment works!
•   Spare parts on hand or audiovisual support nearby
•   PowerPoint is better than overheads or slides. Go mod!

Formal Meetings
•   Use a consent agenda when appropriate
    –Procedural items
    –Usually reports
    –May not need to be discussed
    –Can just be approved
•   Hot topics
    –Clearly state how the discussion will be handled
    –How long each speaker has
    –Be well prepared for this one!
Informal Meetings

•   Still have an agenda

•   No surprises

•   Have someone take minutes

•   Action items: who will do what and when
                                                                3
 •   Worst thing: nothing gets done

 •   Look out for the person who brings up a complex topic at the very
     end!
 •   Hot topic brought up not on the agenda
 •   Arguments (name-calling; shouting)
 •   Threats
 •   Intimidation, etc., etc.

 Disruptive Behavior
 •   Parking lot issues: save for another time
 •   This is not the place for this kind of behavior.
 •   Bring others into the discussion.
 •   Get a neutral opinion
 •   Who is in charge here???!
 •   Adjourn the meeting.

 Workshops

 •   Plan interactive activities!

 •   Tell them what the activity is and why they are doing it.

 •   Allow enough time for interaction

 •   Don’t be a “talking head”

 Scientific Sessions

 •   Have cards with 3- and 1- minute alert notice

 •   Get someone to be the timer

 •   Have a question if no one else asks one

 •   Repeat questions from the audience

 Ten Commandments
 1. No meeting unless absolutely necessary
 2. Begin on time
 3. Have a clear agenda
 4. Stick to the agenda
 5. Keep it moving and focused
 6. Encourage participation
 7. Lead, but not dominate the discussions
 8. Remain impartial, but in charge
 9. Have clear action items
10. End on time




                                                                         4
Meeting Minutes
   (All meetings should have ‘em)
•   Minutes should include
–   Time and date and place
–   Chair
–   Names of all present and apologies from absent
–   All agenda items discussed
–   Decisions reached
–   If action agreed on, record person responsible for the assignment
–   Time the meeting ended (shows length of discussion)
–   Date, time, and place of next meeting


•   Do not put anything into the minutes that you would not want on the
    front page of the Omaha World Herald or the Chronicle of Higher
    Education!




                                                                          5