Meeting Excellence: 33 Tools to Lead Meetings That Get Results PDF
Preview Meeting Excellence: 33 Tools to Lead Meetings That Get Results
ffirs.tex 12/5/05 10:22 AM Page iii MEETING EXCELLENCE 33 TOOLS TO LEAD MEETINGS THAT GET RESULTS Glenn Parker Robert Hoffman ffirs.tex 12/5/05 10:22 AM Page ii ffirs.tex 12/5/05 10:22 AM Page i MEETING EXCELLENCE ffirs.tex 12/5/05 10:22 AM Page ii ffirs.tex 12/5/05 10:22 AM Page iii MEETING EXCELLENCE 33 TOOLS TO LEAD MEETINGS THAT GET RESULTS Glenn Parker Robert Hoffman ffirs.tex 12/5/05 10:22 AM Page iv Copyright © 2006 by John Wiley & Sons, Inc. All rights reserved. Published by Jossey-Bass A Wiley Imprint 989 Market Street, San Francisco, CA 94103-1741 www.josseybass.com No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning, or otherwise, except as permitted under Section 107 or 108 of the 1976 United States Copyright Act, without either the prior written per- mission of the publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, Inc., 222 Rosewood Drive, Danvers, MA 01923, 978-750-8400, fax 978-646-8600, or on the Web at www.copyright.com. Requests to the publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, 201-748-6011, fax 201-748- 6008, or online at http://www.wiley.com/go/permissions. Limit of Liability/Disclaimer of Warranty: While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties with respect to the accuracy or completeness of the contents of this book and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales mate- rials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional where appropriate. Neither the publisher nor author shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential, or other damages. Readers should be aware that Internet Web sites offered as citations and/or sources for further information may have changed or disappeared between the time this was written and when it is read. Jossey-Bass books and products are available through most bookstores. To contact Jossey-Bass directly call our Customer Care Department within the U.S. at 800-956-7739, outside the U.S. at 317-572-3986, or fax 317-572-4002. Jossey-Bass also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Cataloging-in-Publication Data Parker, Glenn M., 1938- Meeting excellence : 33 tools to lead meetings that get results / by Glenn Parker, Robert Hoffman. p. cm. Includes bibliographical references and index. ISBN-13: 978-0-7879-8355-0 (alk. paper) ISBN-10: 0-7879-8281-4 (alk. paper) 1. Business meetings—Handbooks, manuals, etc. I. Hoffman, Robert, 1958- II. Title. HF5734.5.P35 2006 658.4'56—dc22 2005028347 Printed in the United States of America FIRSTEDITION HB Printing 10 9 8 7 6 5 4 3 2 1 ftoc.tex 12/5/05 1:37 PM Page v CONTENTS Preface vii PART 1 PREPARING FOR THE MEETING 1. Is This Meeting Necessary? 3 2. Preparing for Your Next Meeting 5 3. How to Prepare an Action Agenda 11 4. Defining Team Meeting Roles 16 5. How to Integrate a New Member 21 6. When a Member Leaves the Team 24 7. Establishing Your Team’s Ground Rules 28 8. Components of a New Team Kick-Off Meeting 32 9. Planning an Off-Site Meeting That’s On Target 37 10. Your Opening Act: Setting the Tone for an Excellent Meeting 42 11. E-Mail Excellence 45 PART 2 FACILITATING THE MEETING 12. Meeting Time Management: When to Meet, How Long to Meet, and When to Take a Break 51 13. Staying on Track 55 14. How to Get Effective Participation 59 15. Building a Foundation of Trust 66 16. Communicating in a Videoconference 69 17. Teleconference Tips 73 18. Achieving Clear Communication in a Multicultural Meeting 77 19. How to Make a Decision 83 ftoc.tex 12/5/05 1:37 PM Page vi vi | CONTENTS 20. Presenting at a Team Meeting 93 21. Resolving Conflicts in a Team Meeting 103 22. Responding to Nonverbal Communication 108 23. Managing Meeting Monsters: Dealing with Difficult Behavior in Team Meetings 112 24. Serious Fun at Team Meetings? You’re Kidding! 118 25. Eating Well = Meeting Well 130 PART 3 CLOSING AND FOLLOWING UP ON THE MEETING 26. Ending Meetings On Time and On Target 137 27. Meeting Evaluation: A Two-Minute Drill 139 28. Meeting Evaluation: A Five-Minute Activity 141 29. Meeting Evaluation: A Ten-Minute Assessment 144 30. Meeting Notes: Capturing the Essence of Your Meeting 147 31. Getting Action on Action Items 150 32. After-Meeting Actions 153 33. Managing External Communications 156 PART 4 RESOURCES A. Web-Based Meeting Tools 167 B. The Seven Sins of Deadly Meetings 171 C. Are You a Meeting Marvel? A Self-Test for Meeting Participants 181 D. What Would You Do? Problem Situations for Meeting Facilitators 184 E. Meeting Excellence: Your Final Exam 190 F. Annotated Bibliography of Meeting Resources 202 About the Authors 207 Index 209 fpref.tex 12/5/05 1:38 PM Page vii PREFACE W hen we began thinking about preparing a series of tools for improv- ing the quality of meetings at the Novartis Oncology Business Unit, we had no plans to put together a book on the subject. Our mission was to create a series of brief, user-friendly documents for people who plan and lead meetings at all levels in the organization. From Novartis employ- ees who voiced their feelings at a number of open space and focus group meet- ings in both in the United States and Europe, we learned that existing meeting resources did not meet their needs. They were ready to move beyond lists of best practices to more specific how- to job aids—that is, to something more akin to a cookbook on meeting man- agement. For example, they already knew that cultural differences must be considered in facilitating a global meeting. What they really needed was a tool that said, here are the specific things you should avoid and encourage in order to achieve clear communication in a multicultural meeting. In other words, these meeting facilitators wanted us to drill down to the issues they face daily and then prepare tools to help them address these issues. With encouragement and strong support of David Epstein, president of the Novartis Oncology Business Unit, Glenn was brought into the organization to work with Bob to collect additional data by observing team meetings, examin- ing existing meeting documents, and conducting a number of intensive indi- vidual interviews. The outcome of this assessment was a comprehensive change effort that came to be known as the Meeting Excellence program. This effort includes a range of options for people leading meetings within Novartis: 1. Web-Based Tools.All the Meeting Excellence tools are posted on the Novartis intranet, where they can be accessed and downloaded by employees.
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