MAKING MEETINGS MATTER 

INTRODUCTIONS: THE SPARK MILL 

MAKE IT AWESOME •  Grab a Post-It Note and a Sharpie •  Write down three expectations or desired outcomes you have for this class – what needs to happen to make this day invaluable and worth your investment? 

OVERVIEW • Before the Meeting • During the Meeting • After the Meeting • Tips and Tricks 

PET PEEVES 

BEFORE 

TYPES OF MEETINGS •  BRAINSTORM 

PROBLEM SOLVING MEETING •  GOAL: Discuss issue and decide how to solve it 1.  Identify the problem 2.  Determine causes 3.  Generate solutions 4.  Evaluate proposed solution 5.  Make a choice 

INFORMAL MEETING •  GOAL: To give or receive information about an idea or important matter 1.  Does it need to be a meeting? 2.  Agenda 3.  Follow-up 

BRAINSTORMING MEETING •  GOAL: To produce new ideas about a topic 1.  Before the meeting, participants should be told objective of the session and their role in the session. 2.  Only ask for ideas if you are willing to consider them 3.  Avoid judging ideas 4.  Don’t rule out wild ideas 

WHO WILL BE THERE? •  Who is around your table? •  Diversity •  Skills •  Passion •  Business Acumen •  Specialty Needs •  Agendas 

YOUR ROLE •  Leader •  Set Ground Rules •  Agenda •  Communication •  Confirmation •  Attendee •  Be Prepared 

STRATEGIC VS TACTICAL STRATEGIC TACTICAL Future Present Long-Term Immediate Anticipatory Reactive Growth-Oriented Survival-Oriented 

AGENDAS • Create it • Send it 

AGENDAS: KEY PARTS • Title • Attendees • Date, Time, Location • What to Bring • Goal Statement 

ASSIGN TASKS • Give each participant a job 

DURING 

Shoot at sight •  Picture consisting of 4 different pairs of footwear •  Picture of 3 women wearing the same color shirt/pant •  Picture of a stick man figure made with objects in the room. •  Picture of 7 hands placed one above the other, left hand above right •  Picture of 2 people wearing wrong pair of footwear •  A picture of 3 people seated in a chair 

ACTION ITEMS • Setting Commitments 

TIME MANAGMENT •  Send a reminder notice •  Stick to your schedule •  LEADER: Start on time, regardless of when people arrive •  ATTENDEE: Review agenda ahead of time and write notes •  ATTENDEE: Arrive 5 minutes ahead of time or email/call 

MOTIVATING • Action Plans 

BOARD MEETINGS Board Meeting vs. Bored Meeting Materials sent out at least 1 week in advance No meeting longer than 2 hours No report longer than ½ a page Consensus and Strategic Agenda Hands on Activity Everything labeled Discussion or Action 

MEETINGS Give me a job before I leave the room. 

AFTER 

TIPS AND TRICKS 

Thanks •  Everyone likes a thank you note, take the time to jot quick ones on paper or emails when people do something awesome for you. 

804-852-6409 Sarah Milston {The Spark Mill} to talk: 804.852.6409# to write: [email protected] to browse: www.thesparkmill.com# Files from today http://bit.ly/CISSHARE