U3C1L2: Leading Meetings Flashcards
Agenda
A plan or outline for a meeting.
Minutes
The official record of what happened at a meeting.
What are the 4 types of meetings and their different purposes?
- Information Briefing: informing people
- Decision Briefing: make a decision about a course of action
- Mission Briefing: obtain a coordinated or unified effort towards accomplishing the mission (like announcing decisions)
- Staff Briefing: coordinate unit efforts by informing commander and staff of activities
What are 5 things that effective leaders use to keep meetings on track?
- Planning (prepare for meeting)
- Starting (set tone for meeting/create climate)
- Focusing (keep meeting on track)
- Facilitating (involve/be supportive, solve issues)
- Concluding (end meeting by summarizing points/tasks)
What are the 6 steps for planning your meeting?
- Clarify meeting purpose (primary purpose of meeting, like decide or inform)
- Define outcomes (go over outcome/expected results, like plan or knowledge)
- Create agenda (decide when, where, and what you need for the meeting)
- Invite attendees (decide who’s important to attend, like who you need to keep it running)
- Prepare presentation (plan/prepare, have purpose, consider audiences and stuff; rehearse briefings)
- Prepare meeting room (check equipment, assign positions, and adjust stuff)
What should a written agenda have in it?
- Meeting time, location, purpose, and goals
- Agenda topics (include a sentence that would define each item and why your group is addressing it)
- Presenters for each topic, if appropriate
- Time allocation for each topic
- Type of action required (discussion, decision, announcement)
What are some tasks that specific meeting participants might have?
- Meeting leader or facilitator (manages meeting)
- Timekeeper (keeps track of time/agenda)
- Recorder (keeps meeting minutes)
- Process observer (insures ground rules are followed/guidelines)
What are some activities that should be included at the start of the meeting?
- Welcome/introductions (roll call and icebreakers)
- Meeting outcomes/goals
What are 2 ground rules for success during a meeting?
- Raise your hand if you want to talk or ask a question
- Turn off cell phones
What can you remind participants to keep the discussion on track if it starts to wander?
- Meeting’s purpose
- Desired outcomes
- Agenda items
- Ground rules
- Roles
- Time limit
What are 3 tips to encourage participation?
- Get input from lower-level people first
- Use active listening, paraphrase, and be attentive
- Acknowledge positive participation
What are 4 guidelines for a productive meeting?
- Follow the agenda (follow sequence of plans)
- Follow ground rules (explain ground rules to all before you start/ensure them throughout)
- Facilitate effective discussions (have a facilitator who keeps discussions, make sure everyone is heard, keep people here, and make agenda with others)
- Keep meeting records (keep the minutes to remind people of what was discussed)
What is the flow of a normal agenda?
- Meeting introduction and attendance.
- Review/approval of the previous meeting minutes.
- Do ice breaker to get to know everybody.
- Review of the agenda so the team can add, delete, or modify it as needed.
- Discussion or action on agenda topics.
- Schedule breaks if the meeting is longer than 1 hour.
- Meeting summary and evaluation (know how to improve for next time).
What are the chief responsibilities of the facilitator?
- Keep the discussion on the topic and within the time; if you need to change it make it clear they can or postpone for next time.
- Intervene if there are side conversations or multiple conversations going on at one time.
- Ensure all are heard and nobody dominates conversation.
What are some tips for keeping the group focused?
- Clarify things said by team members to be able to give them a clear answer.
- Compile what has been said and summarize at the end to show you understand.
- Periodically check with the team to see how they are feeling about the decision-making process.
