EFFECTIVE

MEETINGS

TABLE OF CONTENTS
INTRODUCTION ...................................................................................................................... 4
Overview ............................................................................................................................................................4
Objectives ...........................................................................................................................................................4

SECTION 1: EFFECTIVE MEETING BASICS ........................................................................ 5

Objectives ...........................................................................................................................................................5
Two Types ..........................................................................................................................................................5
Process Meetings ...........................................................................................................................................5
Mission Meetings .......................................................................................................................................... 6
Participant Responsibilities: .........................................................................................................................7
Leader Responsibilities ................................................................................................................................. 8
Agendas .............................................................................................................................................................9
Rule 1: Separate Mission and Process ......................................................................................................... 9
Rule 3: List Attendees ................................................................................................................................... 9
Rule 4: Pre-publish ....................................................................................................................................... 9
Rule 5: Clarify Decision Method ..................................................................................................................9
Rule 6: Clarify Expected Outcomes .............................................................................................................9
Meeting Roles................................................................................................................................................... 10
Essential Roles............................................................................................................................................. 11
Useful Roles ................................................................................................................................................. 11
Meeting Tools .................................................................................................................................................. 13
Decision Methods ........................................................................................................................................ 13
Decision Matrix ........................................................................................................................................... 14
Group Memory ........................................................................................................................................... 15
Minutes........................................................................................................................................................ 16
One on One ................................................................................................................................................. 17
Staff Meeting ............................................................................................................................................... 17
Action Required .......................................................................................................................................... 18

KNOWLEDGE CHECK: Effective Meeting Basics ...................................................................20

SECTION 2: LEADING EFFECTIVE MEETINGS .................................................................22
Objectives ......................................................................................................................................................... 22
Introduction ...................................................................................................................................................... 22
Probing............................................................................................................................................................. 22
Norm State ....................................................................................................................................................... 23
Hidden Agenda ........................................................................................................................................... 23
Hill of Influence .......................................................................................................................................... 24
Inclusion Activity ........................................................................................................................................ 24
Contracting ................................................................................................................................................. 26
Ground Rules .............................................................................................................................................. 26
Structured Processes ......................................................................................................................................... 27
Meeting Stages ............................................................................................................................................ 27
Process Meeting Stages ............................................................................................................................... 28
Bin List ........................................................................................................................................................ 29
Agenda Building.......................................................................................................................................... 30
Brainstorming ............................................................................................................................................. 30
Decision Making ......................................................................................................................................... 31
Disagree & Commit .................................................................................................................................... 36
Hi-lites/Lo-lites............................................................................................................................................ 36
Starts/Stops/Alerts ...................................................................................................................................... 37
Nominal Group Technique ......................................................................................................................... 37
Flea Market................................................................................................................................................. 38

INTRODUCTION
Overview

Welcome to the Effective Meetings Self-Study Guide!

As an employee, chances are you spend a good deal of time in
meetings. While we expect most of our meetings to be effective, the
chances are good that you have participated in some ineffective ones
as well.
Meetings are costly . Time spent in meetings, when multiplied
across thousands of employees around the world, represents a
massive investment of resources. Therefore, it is essential that we
make the best possible use of this time.
In this self-study guide, we will address the key skills and strategies
for making the best use of your time in meetings. We will first
examine the basics of any meeting, such as distinguishing
between mission and process, and creating an effective agenda. We
will then move on to meeting leadership in which we will discuss
strategies for maximizing group effectiveness.

Some of the language of this Self-Study Guide may be new to you. If you find that certain
words or phrases are not adequately defined in the material, please
turn to the Glossary at the back of this Guide.
As with most self-study materials, you can measure your learning at
the end of each section using a self-administered Knowledge Check.
Please check your own answers using the Answer Keys at the end
of this Guide.

Objectives

This Self-Study Guide is designed to help you:

1. Distinguish between process meetings and mission meetings at
Company
2. Construct an agenda appropriate to a given meeting
3. Define and operate in the key meeting roles
4. Explain and demonstrate the use of meeting tools such as
brainstorming, group memory, and minutes
5. Influence the group toward an appropriate participation level
for a given meeting
6. Lead a group through the structured processes needed to
accomplish meeting goals
7. Use facilitation skills to prevent and work through difficult
situations
8. Effectively lead meetings with diverse and dispersed
participants

SECTION 1: EFFECTIVE MEETING BASIS

Objectives

This section is designed to help you:

1.
Distinguish between process meetings and mission meetings
at Company

Two Types

2.

Construct an agenda appropriate to a given meeting

3.

Define and operate in the key meeting roles

4.

Explain and demonstrate the use of meeting tools such as

brainstorming, group memory, and minutes

Company has two types of meetings with different purposes. They

do not mix well, unless mixing is intentional and ALL appropriate
members are aware of the mix. Generally, it is important to keep
them separated so members will know how to prepare for and
behave in each of them. The two types are process meetings and
mission meetings.
When we notice that meetings get off-track, go off on tangents
or get stuck in a rat-hole it is usually because we have lost track
of which type of meeting we are in - or we have unintentionally
jumped from one type to the other. Avoiding this problem begins
with an understanding of the differences between the two types of
meetings.

Process Meetings
Process meetings are meetings scheduled on a regular basis to share
knowledge and exchange information. They validate and exercise
the organizations power structure. Typical outputs of process
meetings include status review, coordination, and organizational
management.
Other Purposes:
Disseminate informationinformation sharing and mutual
learning.
Maintain relationshipsan important social spin off; serves as
an opportunity to interface with co-workers. This is especially
beneficial if the organization has grown so large, or is
geographically dispersed, that people dont get to see or talk
with each other often.
Role definitionreinforces whos who, especially in big and
complex organizations, i.e., who are my peers, whos my
manager, my team members.

Transmit culture and valuesCompanys culture and values are

communicated and nurtured during meetings.

Routine decision makingnot intense problem analysis or

major decision-making.

Mission Meetings
Mission meetings are specifically tied to a task, and are convened
AS NEEDED to leverage group companyligence to solve a specific
problem, deliberate a specific decision, or to form a specific plan.
Typical outputs of mission meetings are decisions,
recommendations or plans.
Comparisons of the two kinds of meetings:

Process Meetings

Mission Meetings

Schedule

Regular

As needed

Purpose

Sustain organizational
structure and processes

Leverage group
companyligence to
accomplish a specific
result

Outputs

Ratify or veto
proposals
Make routine decisions
Share
status/information
Allocate resources

Solve problems
Make recommendations
Accomplish a
deliverable
Project Planning

Reflects the
organization - all who
need to know.

Relevant and necessary

to accomplish the task generally 5-6 individuals

Membership

Examples

BUM

GOR

STAFF

TASK FORCE
SWAT TEAM

Responsibilities

Regardless of the type of meeting, ALL participants share

responsibility for a successful outcome. Below are two charts
showing the responsibilities of both leader and participant toward
the goal of an effective meeting:

Participant Responsibilities:
General Responsibilities
Preparation
Read the agenda.
Add the meeting to your calendar.
Gather relevant material.
Complete any ARs that are due.
During the meeting
Arrive on time.
Help enforce one meeting.
When disagreeing, focus on the idea, not the person.
Avoid / Call ratholes (i.e. tangents)
Follow-Up
Read meeting minutes.
Complete assigned ARs.

Meeting-Specific Responsibilities
Process Meetings
Listen for understanding.
Act in your formal role in the organizations structure.
Act as a resource to the leader.
Ask clarifying questions.
Do not move on to the next topic until you understand
what was decided and who took responsibility for
which activities.
Review reports and recommendations with
companylectual vigor to ensure they have been done
carefully.
Resist the temptation to jump into mission-meeting
work; help delegate instead.
Help ensure that ARs from the last meeting are
reviewed and closed before the meeting ends.

Mission Meetings
Participate in your role as defined in the expected
outcome for each agenda topic.
Clarify your role if necessary.
Bring up the meetings purpose if it is not stated.
Follow / reinforce ground rules.
Volunteer to be the timekeeper or recorder.
Share the air time with others.
Keep up with the group as it progresses through the
following three stages:
Creating a common database (50%)
Engage in speed teaching and learning.
Interpreting the data (30%)
Balance inquiry and advocacy.
Keep conflict centered on the task.
Coming to resolution (20%)
Prepare to disagree and commit.
Ask critical questions to think through the decision.

Leader Responsibilities
General Responsibilities
Preparation
Provide date, time, location, telephone bridge number.
Provide an agenda.
Ensure the groups membership is structured correctly.
Consider scheduling for less than 30/60 minutes!
During the meeting
Start on time.
Review the meetings purpose. Ask, Why are we here?
Define tasks and roles.
Set/Post the ground rules.
Follow the agenda.
Use appropriate techniques for guiding activities
Phone Meetings: Exercise discipline to ensure everyones participation.
Keep a bin list.
Record decisions.
Summarize outputs.
Closure: Ask, What did we resolve? Next steps?
End on time. (Target 10 minutes early to allow time to get to next meeting.)
Follow-Up
Publish meeting minutes: One page, within 24 hours.
Track ARs / Ensure closure.

Meeting-Specific Responsibilities

Process Meetings
Provide the agenda.
Provide a group memory.
Use appropriate procedures for guiding the group
through the four stages:
Present
Review
Decide
Delegate

Mission Meetings

Provide the agenda.

Provide an inclusion activity to ensure equal
participation and leverage group companyligence.
Provide a group memory.
Use appropriate procedures for guiding the group
through the three stages:
Create common database and vocabulary. (50%)
Interpret the data. (30%)
Come to resolution. (20%)
Identify the organizational link to take the groups work
for review.

Agendas

An effective meeting agenda enables participants to come to the

meeting prepared to make the best use of time. It also gives
meeting participants a framework to follow in accomplishing the
goals of the meeting in the time allowed.
Regardless of your role on the team, it is your responsibility to
review the agenda and come prepared to contribute to the outcome
of each agenda item. There are six rules for effective agendas:

Rule 1: Separate Mission and Process

Keep the various types of meeting work separate. At the very least,
separate mission and process sections of the agenda. Keep agenda
items separate within in each section.
Rule 2: Estimate Time frames
Schedule amount of time for each item, even if an estimate.
Rule 3: List Attendees
List who is expected to attend the meeting. The guiding principle
for meeting attendance is ONLY THOSE RELEVANT TO THE
AGENDA.

Rule 4: Pre-publish
Pre-publish the agenda (1-5 working days in advance) and attach
any appropriate documents.
Rule 5: Clarify Decision Method
Clarify the method for making decisions (i.e. consensus,
consultative, voting, etc). BEFORE the meeting begins.
Rule 6: Clarify Expected Outcomes
Clarify what action or output is expected for each agenda item.
Screen potential agenda topics to ensure that they are relevant,
important, and appropriate for the meeting.
Below is a sample agenda that illustrates each of the 6 rules:

Sample Agenda
S e p a ra te the d iffe re nt type s
o f m e eting w o rk .
S eparate m ission w ork from proc ess
work, preferably by scheduling separate m eetings. Als o separate
different types of activities in your
agenda.
P rocess M eeting
P ass downs
A R /status review s
R ecom m endations
O pens/news

P rep ublish the age n da .

Prepublish the agenda one to five
days in advance (or longer for offsite or international telec onferences)
so partic ipants c an prepare. W hen
they arriv e prepared, up to 80% of
the work can be done before the
group m em bers as sem ble.

M ission M eeting
Problem analysis
Decision m aking
Planning

A G EN D A
C all-to-A ction M eeting

D ate: Tuesday, January 18, 1994

Tim e: 9 a.m. - 3 p.m.
Time
9:00-9:10

Topic
W elcom e
E xpected outcomes
Agenda overview
S chedule/logistics

9:10-9:30
G ive tim
e fra m e s. Introductions:
ho are you?
Sc hedule a spec ific am ountWof
tim e for each item (use an W hat category are you?
estim ate if nec essary), so parHow long can you stay?
ticipants know the relativ e im portance of each
item andB how
9:30-9:40
reak
m uch tim e w ill be dev oted to it.
9:40-9:55
Issues, questions, feasibility

Location: SC 3-11
Nicky C hambliss
Leader:
W ho

N icky C hambliss

N icky C ham bliss

P rocess
Presentation

Expected O utput
C larify why we are here

Presentation
Inclusion
S tate e xpe
cte d o utco m e s.
"B um per Sticker"
D efine roles
S tate the s pecific
output or
action ex pected from the
m eeting, and from each
agenda item if appropriate.
Listing clear outcom es helps
m em bers prepare for their
Address & resolve
participation.

N icky C ham bliss

D iscussion

9:55-10:35

B usiness issues/needs
W hat's happening at the sites
today?

Group leaders:
Frank Giordano
Larry B ethurum
Sharon Stottrup

Sm all group discussion

SC 3-1, SC 3-4

C om mon database;
prep delegates

10:35-11:10

B usiness issues/needs
W hat's happening at the sites
today?

N icky C ham bliss,

group delegates

Fishbowl discussion

C onsolidate input

11:10-11:30

D iscussion, Q & A's

N icky C ham bliss

Large group discussion

C lean up loose ends

11:30-12:15

Lunch provided

All

12:15-1:00

W hat's happening at other

companies?
- B usiness needs
- Technical solutions

B ob Johansen
R ichard D alton
Inst. for the Future

Presentation
Q &A's

E nvironm ental scan

1:00-2:20

D ifferent takes on conference

Ed C ancilla
rooms
S tacey C ocharane
- Products/tim ing
M el Gerhardt
- R oom environmentals
C arol K ovak
- Implementation/support
M arty M enard
- Issues
List a tten dee s.Thom son W ei
Lis t attendees on the agenda or its
B reak
c over m em o s o participants know
their roles , how they s hould preAction
plan
N icky
C ham bliss
pare
and if it is appropriate
to send
a representative.

Panel discussion
Audience Q 's

D efine technical
requirem ents and
standards; identify
issues

2:20-2:30
2:30-3:00

3:00

An noun ce the de cis ion m e thod .

A nnounce the decis ion m ethod so
participants understand their roles
and can prepare ac cordingly. M ost
key players,
Group
discussion
m eetings
at Intel use ID
consultative
next steps
decis ion m aking.

E ND

A ttendees: E lectronic M eetings Task Force

D ecision m ethod: C onsultative

Meeting Roles

Meetings can be made more effective when certain roles are

consistently carried out. Meeting roles can be divided into two
categories: essential meeting roles and useful meeting roles. Below
are some examples of essential roles in any meeting:

Essential Roles
Timekeeper: Keeps the group aware of time passage to check
against time allotted for the task. Helps keep the participants on
designated agenda times.
Recorder (Scribe): Provides group memory for all to see.
Documents meeting summary, decisions, AR's and next steps.
Writes down exactly what is said. May also publish minutes
Facilitator: Drives the meeting process. Ensures that outcomes
are reached by focusing on the effectiveness of the group process

Gatekeeper: Invite silent members to speak or discourage those

who talk too much. Carlos, Id like to hear what you think about
this; you have such good ideas.
Challenger: Tests the quality of the groups work by asking
difficult and what if questions.
Useful Roles
Initiator
Starts discussion at the beginning of the meeting or at critical
transition points. Can be related to process or content.
"We seem to be suggesting solutions before we are ready. Let's
define the problem first."
Information Provider
Offers facts, opinions, ideas, suggestions and relevant information
to keep the group on task.
"I have some new data I would like to share with you."