Helpful Hints for Effective Meetings

New Hanover County Schools Betsy Stanwood Revised Fall 2006 Additional input from Debbie Stout

Desired Outcomes

Introduction to meeting facilitation techniques Introduction to basic mediation strategies

Effective meetings

What do effective meetings include?

They should include: Meeting facilitator Meeting agenda Appropriate physical environment Meeting checklist: Review for preparation Ground rules Communication among team members that is respectful of others positions on the topic

Meeting Facilitator

What is a meeting facilitator?

A meeting facilitator is the person in charge of the meeting. They move the meeting along making sure that the focus of the meeting is kept and the participants all have opportunities for input & questions while keeping communication open, honest, and professional.

Meeting Facilitator Roles & Responsibilities

Prior to meeting: Identifies the purpose of the meeting Develops the agenda Identifies roles for participants Obtains an appropriate location for the meeting Makes sure all necessary participants are invited to the meeting Schedules a pre-meeting with certain participants, if appropriate

Meeting Facilitator Roles & Responsibilities

At the meeting: Distributes the agenda Makes sure introductions are made & roles are clear Establishes ground rules Keeps to the agenda Assists the group with the process of the meeting

Meeting Facilitator Roles & Responsibilities

At the end of the meeting: Summarize actions Identifies any next steps Sets next meeting date, if necessary Thanks the group for their time & participation

Techniques Used by Effective Facilitators

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Avoid detailed decision making with a large group Focus energies on actions that effect the outcomes (stickers vs. stamps) Move the group to actions Prioritize, clarify, decide, develop, identify, determine, & complete Seek & confirm commitments Each participant gets a job Change “observers” to “doers” Post actions with names assigned or send follow-up summary Bring closure to items or discussions Reach consensus If agreement to an action is reached, keep it moving Coming Together Conference- February 19, 2001 Dr. Norma Taylor, Assistant Director, Special Education & Related Services

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Techniques Used by Effective Facilitators

Keep everyone involved.

We have heard from the math & science departments, what do the counselors think?

Let’s hear some comments from this side of the table.

Mom & Dad, what are your thoughts on this idea?

Mr. Assistant Principal, we have not heard your thoughts on this yet.

Use an issue bin for noting ideas, suggestions, or concerns not on the agenda (to be addressed at a later time or meeting ) Great for redirecting people who stay off the topic Write it down & move back on track Avoid asking people to “hold that thought for later & bring it up when we are finished with this”.

Be flexible Change the agenda if items need to be re-prioritized Ask for a 5 minute break The train can change tracks after it leaves the depot Summarize results & follow-up before the ending time What did we do?

How did we do?

What needs to happen next?

*When will we reconvene (if necessary)?

Coming Together Conference- February 19, 2001 Dr. Norma Taylor, Assistant Director, Special Education & Related Services *Not a part of the original list

Meeting agenda

When do you need to design an agenda?

Consider designing an agenda when: There are controversial issues to resolve There is an anticipated dispute There are a large number of people involved There are trust issues among team participants There is a complex issue to discuss or resolve There is a time crunch

Design an agenda

How do you design an agenda?

Consider designing an agenda that includes: Date of meeting Start time & ending time Assigned roles for participants (time keeper, note taker, etc) Location Purpose of meeting Desired outcome for the meeting List participants Agenda items (Be sure to include introductions & ground rules) Participant who is addressing each agenda item listed Timeframe dedicated to each agenda item Next steps or actions for meeting follow-up Participant responsible for each next step/action Determination of next meeting (if necessary) as last step

Appropriate physical environment

How do you set up the physical environment?

Consider the following when setting up the physical environment prior to a meeting: Privacy with limited distractions during the meeting Adequate meeting space including: Size of room (not too big but not over crowded) Ventilation Lighting Temperature Seating Equipment & supplies including: Necessary forms Pens Paper for notes Copies of information to be shared Seating arrangement Staff mingled among other participants (not parents & their advocate on one side of table & staff on the other side)

Meeting checklist: Review for preparation

What kinds of things should be on a meeting checklist that you review for preparation for a meeting?

These are the types of things that should be on the meeting checklist Provide adequate notice of the date, time, place, & purpose of the meeting The purpose of the meeting is clear Meeting has clear beginning & ending times (The ending time is changed only with consent of the entire team.) Roles are clarified at the beginning of the meeting Team members are prepared for the meeting (Bring data, educational records, progress reports, other assessments, probes, work samples, etc.) The room & seating arrangements support the meeting’s purpose Decision making procedures are clear for all team members Working agreements are clear & affirmed by all team members All participants are involved & contribute fully The real issues are raised & dealt with honestly (Different points of view are encouraged & valued) A clear written record is kept which summarizes all decisions made The meeting ends with a process evaluation The group assigns accountability & establishes action items; everyone leaves with a clear understanding of who will do what by when to follow through on meeting agreements Communication avenues (who to ask which questions) are clarified

Ground Rules

For long meetings or multiple meetings situation: Ground rules are usually determined by the group through a brainstorming/listing process. These are recorded & posted. For short meetings: The facilitator might present rules & ask the group for additions or deletions.

Ground Rules

What other things should be considered in establishing ground rules?

Consider these notes: At the outset, let people know what you hope to accomplish in the allotted time. Even though the agenda is printed and distributed, it will help to restate the objective in your own words.

At the outset, let people know at what time in the meeting you plan to revisit progress toward the meeting purpose and have the team decide to continue with meeting past agreed ending time or identify a second meeting date.

Meetings have different formats, each of which suggests a set of ground rules. For example, there are no bad ideas in brainstorming sessions, and speakers may or may not be permitted to interrupt one another. Participants should understand whether they are expected to contribute to the conversation, or just listen. If you set clear ground rules at the beginning, it will be easier to keep the meeting on track.

To avoid interruptions, put telephones on "do not disturb" and turn off mobile phones or set to vibrate.

Sample Ground Rules

Start on time/end on time Stay on task Honor facilitators requests Listen to each other (one person talks at a time) Open, honest communication There are “NO” dumb questions Accept others’ comments without judgment Discussion is confidential ►

Additional sample ground rules are listed in “Sample ground rules links” at end of this PowerPoint.

Communication Among Team Members that is Respectful of Others Positions on the Topic

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Be a “

Vibeswatcher

”: Pay attention to nonverbal communication, such as: Body language Facial expressions Side conversations People interrupting each other Pay attention to verbal communications, such as: Making judgmental statements Making global “all or none” kinds of statements (“we never do that”) Making personal attacks or accusations ( meeting facilitator should use reframing to get at the underlying legitimate issues or concerns) Making unclear statements (meeting facilitator should question team member further for clarification)

Let’s see. Yes, they are smiling and shaking hands.

Techniques that Dissolve Communication

Ordering

“You must… “You have to… “You will…

Preaching

“It’s your duty to… “You should… “You ought to…

Lecturing

“Here is why you are wrong… “Do you realize…

Threatening

“If you don’t, then… “You had better or else…

Focusing on Self

“Listen to my problem… “Nothing is as bad as I have it…

Judging

“You are just crazy… “You have no ethics…

Denying

“I don’t see anything wrong… “There is no problem…

Laying Blame

“She is the reason for the trouble… “It’s your fault…

What Do You Think?

Look at this picture. List or discuss the things you observe the mediator (“meeting facilitator”) doing that are poor meeting facilitation behaviors.

Just a few observations!

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Talking on phone while meeting in progress

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Eating

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Leaning back in chair

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Feet on table (too casual)

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Allowing arguments

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Allowing crying

A Meeting Gone “Wrong”

What kinds of things can happen to make a meeting go wrong?

Consider these things Someone says to a parent: “We can’t do … “We don’t do … “We never do … “We only do … “We don’t believe in … “No student gets more than … “It would cost too much to … “It would take too much … “I have 25 (30) other students in my class so … “You should put your child on medication or … “I believe it is willful behavior … Staff unprepared for meeting Staff in disagreement with each other during meeting (should the team have had a pre-meeting?)

Unreasonable Requests

What if a member or parent seems unreasonable?

Consider responding with one of the following questions: Where did you hear about that? Could you provide me with a copy or give me the source so that we can gather more information?

Are you using that at home?

Do you have data on that? Can you get us information?

Which IEP goals (objectives) do you see that addressing?

How do you envision it being implemented?

Have you seen progress in this area?

Have we described what we’re doing in the program we’re using?

What part (s) of the IEP/IAP/Interventions do you agree are appropriate?

Are you familiar with our process for determining …?

Out of the Box Thinking

We encourage our teams to think outside of the box Think of one meeting you have participated in as a team member and the team came up with an innovative idea to resolve the issue.

Other Effective Meeting Strategies

Using consensus What is consensus?

A general agreement reached through open communication, understanding opposing views, consideration of alternatives in an open & fair environment & shared commitment to the decision reached. The focus is on unanimous commitment instead of unanimous agreement.

Other Effective Meeting Strategies

Using conflict resolution strategies What is conflict and what are sources of conflict?

Conflict is a controversy, disagreement, or opposition. It is the natural tension that arises from different perspectives.

Sources of Conflict

What are some sources (causes) of conflict?

Expectations •Broken Promises •Incompetence •Lack of Quality Resources •Time •Money •Personnel •Space Values •Priorities •Perceptions •Styles Personal •Standing on Principles •Inner Conflict •Unmet Needs The JCA Mediation Model 1995 Justice Center of Atlanta

Dynamics of Conflict

What happens if conflict goes unresolved?

Feelings intensify Positions harden Dehumanizing occurs Desire to punish emerges Communication Deteriorates The JCA Mediation Model 1995 Justice Center of Atlanta

Other Effective Meeting Strategies

Formal & Informal Mediation Informal Mediation An informal, voluntary process intended to resolve conflicts, without resorting to arbitration or litigation, by using an impartial third party agreement .

to facilitate an •Third party (liaison, administrator, etc) attend meeting to assist in facilitating resolution of issues •Third party (liaison, administrator, etc) assisting in facilitating communication between parties •Facilitated IEP Formal Mediation Mediation is an act of bringing two states, sides or parties in a dispute closer together toward agreement through alternative dispute resolution (ADR), a dialogue in which a (generally) neutral third party , the

mediator

, using appropriate techniques, assists two or more parties to help them negotiate an agreement, with concrete effects, on a matter of common interest. “ •Court mandated mediation •Mediation Center

Language of Resolution Techniques

What are some mediation techniques that help resolve conflict?

Statement

Encouraging Clarifying Flip Sides

Purpose

To convey interest; to keep the other party talking To get more information; to help the speaker see other points of view To show you are listening; check your interpretations

How To Do

Don’t agree or disagree; use neutral words Ask questions Find positive from negative statement

Example

“Can you tell me more?” “When did this happen?” “You wish he were more helpful?”

Reflect Feelings

To show understanding of how one feels; to help party evaluate his/her feelings Reflect a person’s basic feelings “You seem very angry.” The JCA Mediation Model 1995 Justice Center of Atlanta

Language of Resolution Techniques

What are some mediation techniques that help resolve conflict?

Statement

Summarizing

Purpose

To review progress; to pull together ideas to establish basis for further discussion

How To Do

Restate major ideas expressed

Example

“These seem to be the key ideas so far.”

Validating Reality Testing

To acknowledge worthiness of the person To create doubt in one’s mind about a hardened position Acknowledge value of issues; show appreciation for efforts and actions Cite possible consequences; confront discrepancies and unrealistic viewpoints “I appreciate your willingness to resolve this matter.” “Have you thought about what court costs might be involved?” The JCA Mediation Model 1995 Justice Center of Atlanta

“ The most important thing in communication is to hear what isn't being said.

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Peter Drucker (1909 - 2005)

Resources

Resources & Links http://www.gsanetwork.org/resources/pdf/Meeti ngs.pdf

http://www.reclaiming.org/resources/consensus/ blakey.html

http://web.mit.edu/hr/oed/learn/meetings/art_ba sics.html

http://web.mit.edu/hr/oed/learn/meetings/art_ag enda.html

http://www.salary.com/advice/layouthtmls/advl_ display_nocat_Ser265_Par384.html

The JCA Mediation Model 1995, Justice Center of Atlanta, Inc.

More Resources

Sample agenda links: http://www.sife.org/united_states/sife_teams/managemen t_forms/Sample%20Meeting%20Agenda2.doc

http://www.dhi.org/images/PDFforms/SampleAgendagen eric.pdf

http://web.mit.edu/hr/oed/learn/meetings/agenda.doc

Sample ground rules links: http://www1.co.snohomish.wa.us/County_Services/Diver sity_Council/Information/DCInfo_MtgGroundRules.htm

http://www.slostateparks.com/general_park_info/hcp/habi tats/Rules_of_Procedure.pdf

http://ais.msu.edu/Internal/ProjectMgt/documents/Sample TeamMeetingGroundRules.pdf