Effective Meetings: Multi-Day, Part 1
Libertiny Group Growth Through Strategy www.LibertinyGroup.com
Barnsley House photo courtesy of www.AllAboutMyGarden.com
Effective Meetings: Multi-Day, Part 1
What To Do, What Not To Do Prior to Meeting
Define Outcomes
Establish Duration
External to Workplace
Determine Location
Independent Coach
Agree on the
Facilitator’s
Role
Determine Pointperson
Facilitator
Develop Agenda
Team Participation
Assign Homework
2 Weeks in Advance www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
What To Do, What Not To Do Prior to Meeting
Define Outcomes
Establish Duration
Environment is Important
Determine Location
Not a Discussion Contributor
Agree on the
Facilitator’s
Role
Determine Pointperson
Develop Agenda
Assign Homework
Not a Team Member www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
The Details Prior to Meeting
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Define Outcomes Prior to Meeting What Does Success Look Like? It’s different for each team and each meeting
What are the Top 3 Outcomes Needed for a Successful Meting? Iterative process with the team
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Define Outcomes Prior to Meeting Use These Examples—Focus on “Who, What, Why” Clarity of the underlying issues Who should be involved Why are we undertaking this project What stands in the way of success What process should be used to succeed What resources do we need What is the high-level path forward
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Define Outcomes Prior to Meeting Don’t Use These Examples—”When, Where, How” come later When will this project be done When will we have the detailed solution Where will we hold future meetings How much will this cost How should we achieve success
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Establish Duration Morning Introductions Agenda review Discussion: Item 1 Break Discussion: Item 1
Afternoon Travel
Afternoon Breakout teams: Item 2
Evening Social reception
Evening Self-organized
Day 3
Morning Travel (if needed)
Day 2
Day 1
Prior to Meeting Morning Agenda review Breakout teams: Item 3 Review and Summary
Afternoon Travel
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Determine Location Prior to Meeting Why Offsite? Removes distractions Inspires through environment Teambuilding—everyone is inherently out of their safety zone
Note on Texting During Meetings
--While many find it rude, it’s a beneficial tool for the facilitator and team: --People who begin to text during a meeting give instant feedback that the agenda needs to be revisited due to a lack of engagement www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Agree on the Facilitator’s Role Prior to Meeting Facilitator: Event Planner, Host, Coach, Referee Should guide the meeting but remain out of the detailed conversation Must recognize and accommodate everyone’s communication methodologies Needs to be an expert in how to effectively nudge the meeting forward Needs to understand when to step back—A proper host is not the main attraction; the team is the main attraction Needs event planning and operations experience—A facilitator understands all of the things that could go wrong and has a plan and resources in place to handle any issues www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Determine the Point Person Prior to Meeting Facilitator The team is busy with the day-to-day of the business—don’t overload the team Instead, retain the Facilitator not only for the meeting but for pre- and post-meeting coordination a summaries
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Develop the Agenda Prior to Meeting Team This will be an iterative process coordinated by the Facilitator The Agenda should be customized for your team and the project
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Assign Homework Prior to Meeting Distributed by the Facilitator 2 weeks prior to the meeting Background information References Case studies Agenda
www.LibertinyGroup.com
Effective Meetings: Multi-Day, Part 1
Libertiny Group Growth Through Strategy www.LibertinyGroup.com
Barnsley House photo courtesy of www.AllAboutMyGarden.com