FTC Meetings training 27 March 2012

Views:
 
Category: Education
     
 

Presentation Description

This is Martin Farrell's presentation which he gave in the afternoon of the FTC Re-Treat

Comments

Presentation Transcript

Making Meetings Productive :

Making Meetings Productive From pointless drain to productive gain Martin Farrell [email protected] UNFCCC FTC Programme 27 th March 2012

Purpose:

Purpose By the end of this session we will all know what we can do before, during, and after meetings: to create a more professional, purposeful and cordial working environment to empower and engage participants in a productive and respectful way … and we hope you’ll start to love your meetings! [Note added after session: this is the stated purpose of the full 3 hour session. The purpose of the session with FTC was to give a taster so that by the end, participants owudl have some understanding of what the ‘Meeting Together’ and 5Ps + 1 model can offer]

Programme:

Programme ‘Arriving’ Productive meetings! 40-20-40 & 5Ps+1 Preparation ’40’ My meetings: the good, the bad, the ugly The Meeting ‘20’ …. … and follow through ‘40’ Transforming my next meeting Close

PowerPoint Presentation:

Let’s have a meeting!

Eliminate useless meetings:

Eliminate useless meetings

...Or let’s not meet:

...Or let’s not meet

...Or let’s not meet:

...Or let’s not meet

Productive meeting:

Productive meeting … is when people meet with purpose and make progress towards achieving it By the end of a productive meeting: Recovery /regrouping from crisis Decisions made Vision created Information received Plan made or confirmed Creative ideas generated Participants motivated Success celebrated Opinions heard

Productive meeting:

Productive meeting Impact __________ Resources effort

Productive meeting:

Productive meeting Impact __________ Resources effort Impact __________ Resources, effort

When you do meet...:

When you do meet...

PowerPoint Presentation:

The Meeting Continuum Before - preparing 40% During - the day/s of the meeting 20% After - productive follow-through: 40% Meeting Together Lois Graessle, George Gawlinski, Martin Farrell

5 Ps + 1:

5 Ps + 1

People:

People Words Safety Respect Conflicts Generosity Let go Invite genuine community

People:

People

Good, Bad, Ugly:

Good, Bad, Ugly

PowerPoint Presentation:

Before a meeting

Purpose:

Purpose Purpose first .. then programme when Express purpose … ‘by the end of the meeting’. Maximum three points … plain English Can the purposes really be achieved in the time/place?

Practicalities:

Practicalities Venue to fit purpose Venue can be ‘tamed’ Time of day to suit participants Work around important dates (others festivals?) Suitable layout/s possible? Name the meeting (eg ‘Re-Treat for Real work’)

PowerPoint Presentation:

80% of business professionals believe that the outcome of a meeting can be positively influenced by the choice and quality of biscuit on offer. Source: Holiday Inn, 2008

Invite Enticingly:

Invite Enticingly Invite enticingly – words and mechanism The intelligent & curious 6 year-old test

Face to face, or...?:

Face to face, or...?

Programme:

Programme Allow time for arriving/checking in Balance input and digestion 1/3 … 2/3 . Diamond rule … arrive, inform, open up, distil, crystallise and confirm, close Be realistic about time Risk – think about what could go wrong Appropriate ending – close well

Anticipate Pace:

Anticipate Pace Anticipate undercurrents/ predict pace Listen to your niggles

Anticipate Pace:

Anticipate Pace

Plan next steps:

Plan next steps Who/how will any notes be done? Think now … what will happen afterwards? Immediate next steps What can be done to increase chances of follow-through actually happening?

PowerPoint Presentation:

Before a meeting

5 P’s + 1:

5 P’s + 1

People:

People

Meetings I’ve chaired or attended :

Meetings I’ve chaired or attended Exercise Building on ‘the good the bad the ugly’ … My best meeting (or bits of meetings) My worst meeting (or bits of meetings) Within the framework of the 40-20-40 and 5Ps +1

What worked?:

What worked? Exercise: Focus on behaviours which you know make meetings more productive

PowerPoint Presentation:

During a meeting

5 P’s + 1:

5 P’s + 1

People:

People

PowerPoint Presentation:

Purpose – has it changed?

Practicalities:

Practicalities Check comfort, avoid clutter This MATTERS!

PowerPoint Presentation:

The room should say “You Matter” - Nancy Kline

Programme:

Programme Remind people of programme … still OK ? Give headlines … refer to finish time Positively invite full participation Invite genuine community of interest around the purpose

Pace:

Pace Greet latecomers, invite into meeting, catch up when appropriate Aim to end before the end Give time checks Time short …consider groups, different purpose/topic Vary input/style

Power of the pause:

Power of the pause Notice energy and react. We are human – pauses and breaks help our attention span My full bladder is boring, but more interesting than the most fascinating meeting in the world The power of the pause and the leg stretch

PowerPoint Presentation:

Undercurrents Listen with respect (not necessarily agreement!) Acknowledge conflicts Recognise interdependence

Navigate:

Navigate

Use Bike Parks:

Use Bike Parks

Plan next steps:

Plan next steps Not for the rest of time … just to make sure follow through happens

People:

People

PowerPoint Presentation:

After a meeting: Follow through

Begin to think about … a real meeting which is happening soon :

Begin to think about … a real meeting which is happening soon Exercise … which you can influence use 40 20 40 and 5Ps +1 .

5 Ps + 1:

5 Ps + 1

People:

People

Follow-through Debrief on purpose and process:

Follow-through Debrief on purpose and process

Follow-through:

Follow-through Practicalities, Programme, Pace Pause … one thing you might do differently next time? Focus on the positive Deadlines agreed in the meeting realistic ? Renegotiate pace of implementation if necessary Improve your personal productivity so you can carry out all your planned commitments – know that you are an example to others

Follow-through:

Follow-through This ‘40’ matters … lots. It’s where the Impact happens

Plan (Next Steps):

Plan (Next Steps)

PowerPoint Presentation:

Talk does not cook rice - Chinese Proverb

A real meeting which is happening soon :

A real meeting which is happening soon Exercise … which you can influence Apply 40 20 40 and 5Ps +1 .

I will...:

I will... Exercise “This is the (at least) one key action point that I will do before, during and/or after my next meeting”

Frameworks we use...:

Frameworks we use... Some of the thinking underpinning this training: Meeting Together – Lois Graessle, George Gawlinski, Martin Farrell 5Ps +1 – Martin Farrell, get2thepoint Kolb’s Learning Cycle The Thinking Environment/Time to Think - Nancy Kline CORD workflow model - Think Productive

PowerPoint Presentation:

Kolb’s Learning Cycle

Kolb’s Learning Cycle:

Kolb’s Learning Cycle Concrete Experience Reflective Observation Abstract Conceptualization Active Experimentation So … 'immediate or concrete experiences' provide a basis for 'observations and reflections'. These 'observations and reflections' are assimilated and distilled into 'abstract concepts' producing new implications for action which can be 'actively tested' which in turn create new experiences.

The Thinking Environment:

The Thinking Environment Attention Listening with palpable respect and without interruption Equality Regarding each other as thinking peers, giving equal turns, maintaining boundaries Ease Offering freedom from internal rush and urgency Diversity Providing full and accurate picture of reality Incisive questions Removing assumptions that limit the quality of the thinking and action

The Thinking Environment:

The Thinking Environment 6 Encouragement Moving beyond internal competition 7 Information Supplying the facts 8 Appreciation Sustaining a 5:1 ration of appreciation to criticism 9 Feelings Allowing sufficient expression to resoptre clear thinking Place Creating a physical environment that says back to people ‘You matter’ Nancy Kline ‘Time to Think’

TP Simple Workflow Model:

TP Simple Workflow Model Collect Organise Review Do

Follow-through...:

Follow-through...

Plan next steps:

Plan next steps Experiment – internal and external meetings Tell someone Buddying One to one coaching Go on … think productive

1-2-1 Meetings Coaching:

1-2-1 Meetings Coaching Martin Farrell [email protected]

Thank you:

Thank you We’d love to know what you think of this session

Good luck!:

Good luck! Martin Farrell [email protected]

PowerPoint Presentation:

Think Productive does … other sessions too...

authorStream Live Help