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Leading Productive Meetings
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Establishing ground rules


From:

Leading Productive Meetings

with Dave Crenshaw

Video: Establishing ground rules

Ground rules are an effective tool to help you get the most from your meetings. Ground rules allow every participant to know the established conduct and culture of your meetings. I'd like to suggest several ground rules you can use for your meetings. The first ground rule is the most critical and it is, no multitasking during meetings. Not only will multitasking make meetings slower, increase mistakes, and raise stress levels; it'll also cause other participants to feel they aren't valued.
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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Leading Productive Meetings
1h 22m Appropriate for all Sep 02, 2011 Updated Jan 03, 2013

Viewers: in countries Watching now:

In this course, author and business coach Dave Crenshaw teaches you to get the most from your meetings—turning them into productive avenues for communicating, connecting, and accomplishing real work. The course demonstrates a simple, usable framework that will help you lead and participate in meetings large and small and provides insight into how to schedule, conduct, and follow up on meetings with minimum time and maximum results.

Topics include:
  • Reducing the length and number of meetings
  • Making sure everyone feels heard and appreciated
  • Using one-on-one meetings to minimize workplace distractions
  • Following up on meeting work
Subjects:
Business Collaboration Business Skills Time Management Leadership Management
Author:
Dave Crenshaw

Establishing ground rules

Ground rules are an effective tool to help you get the most from your meetings. Ground rules allow every participant to know the established conduct and culture of your meetings. I'd like to suggest several ground rules you can use for your meetings. The first ground rule is the most critical and it is, no multitasking during meetings. Not only will multitasking make meetings slower, increase mistakes, and raise stress levels; it'll also cause other participants to feel they aren't valued.

As a group, commit to being 100% focused on the meeting and not performing any other tasks during the scheduled time. The second ground rule builds on the first and it is, used only an agreed upon technology. Can people take notes on cell phones? Can they take notes on laptops? Is any technology permitted? Not surprisingly, this is a somewhat controversial subject. Some companies find that they have to remove technology completely from the meeting. There's no right or wrong answer though.

Find a guideline that works for the group, so that everyone's expectations are the same. The next suggested ground rule is, one person speaks at a time and everyone else listens. This means that while someone else is expressing their opinion we sit respectfully, listen thoughtfully, and allow others to complete their sentence without finishing what they're saying. It's a simple rule, yet I'd offer one word of caution. Often I find the most common violator of his rule is the meeting leader.

They sometimes feel that that is their prerogative to jump in and interrupt what other people are saying. The leader should take care to set an example for this and any other ground rules you adopt. The fourth suggested ground rule is, speak openly without fear. Meetings are most productive when they're conducted in a safe environment, where people feel that they can express their opinion even if sometimes those opinions are controversial or unpopular.

By establishing a ground rule that says we can speak openly without fear, you'll get the best results. And the fifth and final rule I suggest is simply begin on time and end on time. If everyone is committed to this, participants will be more respectful of the time of others, and people will enjoy the meeting more. As a group, decide which rules you want to adopt and then formalize them in a written document afterward. Of course over time you may add ground rules to the list or adapt them to your situation.

Find answers to the most frequently asked questions about Leading Productive Meetings.


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Q: This course was updated on 01/03/2012. What changed?
A: This course was retitled, streamlined, and refined throughout, resulting in a slightly shorter runtime. We also added new graphics and a new welcome movie. 
 
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