S10_Productive Meetings_Virtual Teams_Le

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Managing Productive Meetings Face-to-Face and Virtually : 

Managing Productive Meetings Face-to-Face and Virtually

Agenda : 

Agenda Managing Effective Meetings Virtual Teams Technologies

Think… : 

Think… What makes meetings non-productive?

Slide 5: 

To not have meetings like below…

Learn about Effective Meetings : 

Learn about Effective Meetings Design the meeting Clarify expectations from seminar leader/boss Develop Agenda (See attachment) Conduct the meeting Start on time Icebreaker or social time Discuss agenda items (have a plan) Do “Round Robin” to get everyone to participate Develop actions plans (What, Who, When?) “Call to Action” Use a facilitator (leader) Respect Ground Rules for Meeting End on time

Learn About Effective Meetings : 

Learn About Effective Meetings Evaluate Pluses and Minuses Thumbs up/Thumbs down Follow-up Publish action plan within 24 hours (minutes) Buddy System

Roles for every meeting : 

Roles for every meeting Facilitator Time Keeper Meeting Summarizer Recorder Each must remain Neutral Post Meeting Coordinator

Blocking Roles (See attached handout) : 

Blocking Roles (See attached handout) Dominator Experimenter Elitist Socialite Avoider Antagonist Jester

Counter Blocking Roles by : 

Counter Blocking Roles by Addressing specific behaviour Self evaluating

Meeting Objectives??? : 

Meeting Objectives??? Commitment Full, balanced participation Clear purpose, well planned Tasks accomplished ( action plans) Members feel included and of value

In seminar you will evaluate the Effectiveness of your Meetings : 

In seminar you will evaluate the Effectiveness of your Meetings Use the Meeting Evaluation. Discuss as a team What is working? What is not working? Suggest 2 ways to make meetings more productive and fun.

Establish Meeting Working Agreements : 

Establish Meeting Working Agreements High Priorities - Attend and Be Prepared Be Prompt – meetings start and end on time Follow the Agenda Encourage Participation Promote Constructive Disagreement End with “Call to Action” WHO does WHAT by WHEN Develop good working agreements (adjust if necessary)

Meeting Planning : 

Meeting Planning Template in WebCT for Agenda & Minutes

Minutes of Meetings : 

Minutes of Meetings See Report of Minutes Template in WebCT

Report of MinutesValue: 5% : 

Report of MinutesValue: 5%

Meeting Effectively with Virtual Teams : 

Meeting Effectively with Virtual Teams Tandberg – The New Way of Working Tanberg – Meeting Participants Adding iPhone 4

Virtual Teams : 

Virtual Teams Definition: A team that communicates and collaborates virtually possibly across boundaries of time, geography, and/or organizations.

Virtual Communication Technologies : 

Virtual Communication Technologies 1. Audio-Only systems Audio conferences and voice mail 2. Video Systems You can see the participants 3. Data-Only systems e.g. e-mail

What Task/Communication Mode do I use and when? : 

What Task/Communication Mode do I use and when? Marginal fit Poor Fit Poor fit Good Fit Marginal Fit Marginal Fit Poor Fit

Types of Creative “Virtual” Communication : 

Types of Creative “Virtual” Communication Desktop and Real-time Conferencing (Electronic Chat) Multi-point, multimedia, real-time data (chat, whiteboard, video, voice) Electronic Meeting System (EMS) with voice link Electronic Display with Voice Link (Computer Whiteboards) Video with Voice E-mail Bulletin Boards and Web Pages Non-real-time data conferencing

What’s good for Problem Solving, and when do I use it (From Problem Solving Lecture)? : 

What’s good for Problem Solving, and when do I use it (From Problem Solving Lecture)?

Video Conferencing:Interactive White Boards(SMART boards) : 

Video Conferencing:Interactive White Boards(SMART boards) control the video and data together from the SMART Board's touch-sensitive surface annotate over the image using SMART Pen Tray tools. use the SMART Board to brainstorm and diagram as if you were at a whiteboard, and dedicate a portion of the Board to displaying video of your remote team members. http://www.smarttech.com/

Whiteboard Capture : 

Whiteboard Capture Hawkeye: A whiteboard capture system that saves whiteboard notes as digitally enhanced images. Can view notes from web browser

Slide 25: 

Tanberg 8000 Other Tanberg Products

Wireless Video Conferencing : 

Wireless Video Conferencing Sleek design/high quality audio/video Enhances any standard TV monitor Tanberg 880

Video Conferencefor Small Meeting RoomorExecutive Office(Tanberg 1000) : 

Video Conferencefor Small Meeting RoomorExecutive Office(Tanberg 1000)

Video ConferenceSmall Meeting Room : 

Video ConferenceSmall Meeting Room

Video ConferenceSmall Meeting Room : 

Video ConferenceSmall Meeting Room http://www.tandberg.net/

NetMeeting : 

NetMeeting http://www.microsoft.com/windows/netmeeting/ for a free download Can purchase, or it comes with MS 2007. Yahoo Groups Results: Saves time and money to increase productivity

NetMeeting Features : 

NetMeeting Features Audio/video conferencing to communicate with anyone on the net. Whiteboard lets you collaborate in real time with others via graphic information. Chat lets you conduct real-time conversations via text, with as many people as you like.

Net Meeting Features : 

Net Meeting Features File transfer lets you send one or more files in the background during a NetMeeting conference. Program Sharing feature lets you flexibly share multiple programs during a conference and retain greater control over the way they're used. Security NetMeeting uses three types of security measures to protect your privacy.

In Conclusion… : 

In Conclusion… Manage your meetings effectively If you go “virtual”, use the right “type” of virtual communication for the tasks you’re performing and problems you are solving.

Homework : 

Homework In Seminar: Meeting Management Test #1 – Lecture Week 7 Due: Seminar Week 7 Accountability Assignment = 5% (Will receive this assignment in seminar)

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