Transcript Mentoring Training Programs: Are Effective Mentors Born or

Efficient
Meetings
Cassandra Groen
BSCE ‘09
MSCE ‘11
Research Engineer II
Industrial Engineering
South Dakota School of Mines and
Technology
Thursday, Sept. 8th 2011
Team Culture and Behavior
 Team Culture
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 Team Behavior
Create a positive culture
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 Positive
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Atmosphere
 Participation
 Encouragement
 Honesty
 Constructive Criticism
 Respect
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Effective Leadership
Create a clear and
challenging goal(s)
Commit to team goal(s)
Set a high standard for
performance
Meeting Structure: Before the
Meeting
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Determine the following:
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What is the purpose of scheduling a meeting; why are we
having a meeting?
Who will attend the meeting and why?
Where and when will the meeting occur?
What are the major goals to result from the meeting?
Which individuals are vital to the meeting?
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Who will be the timekeeper?
Who will facilitate the meeting?
Who will take notes and record meeting minutes?
Prepare Necessary Documents
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Create an agenda
Any documents or supporting information that you would like
your attendees to review and provide feedback
Assigning Key Roles
 Member Roles
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Primary Facilitator
Scribe
Timekeeper
Secondary Facilitator(s)
 Rotate Member Roles!
Description of Roles: Primary
Facilitator
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Prior to meeting:
 Purpose of meeting
 Agenda for meeting
 State
desired outcomes for meeting
 Assign roles for Scribe & Timekeeper
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During the meeting:
 Responsible for beginning
 Drawing information from all
 Processing
members
information
 Aid in drawing conclusions & developing actions
 Keeping the meeting on track
 Contributing to the meeting
Description of Roles: Scribe
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During the meeting:
 Records proceedings of the meeting
 Provides
feedback on what is recorded
 Checks for consensus
 Act as a secondary facilitator
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After the meeting:
 Sends notes of the meeting
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Minimal Notes:
 Date, time, location and attendees
 Actions completed, discussion points and decisions
 Task
assignments and target dates
Description of Roles: Time
Keeper and Secondary Facilitator
 Time Keeper
 During the meeting:
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Keeps meeting on schedule
Assist in keeping meeting on track
Act as a secondary facilitator
 Secondary Facilitator(s)
 Prior
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to the meeting:
Perform assigned tasks
 During the meeting:
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Actively contribute to the meeting
Volunteer to take on assignments
Creating an Agenda
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Send out an agenda a few days or a week in advance
State location, time, and date of the meeting clearly
State why the meeting is necessary
Define the objectives of the meeting
List individuals who will be holding key roles to make
the meeting happen
Define required attendees
List topics covered during the meeting and who will
present them
List any materials you would like attendees to bring
Example Agenda
Provide Supporting Information
Do
Don’t
Provide enough information for
Do not assume that everyone wants
people to form ideas, suggestions, or a copy of large reports or
comments about a topic.
specifications.
Provide URLs rather than paper
copies when possible.
Do not provide materials with no
relation to the agenda.
Summarize a large report or spec. in
an outline; highlight major points of
large documents.
Do not send documents with a
heavy technical base. You may need
to save those to explain in the
meeting.
GIVE YOUR ATTENDEES ENOUGH TIME TO REVIEW INFORMATION!!!
Informing Participants
 Inform attendees of the meeting
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Be sure to include the agenda and supporting
information
Clearly state when and where the meeting will occur
Be sure to inform individuals invited to the meeting
why they were asked to attend the meeting
 Example Email
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Invitation to a meeting
Meeting Structure: During the
Meeting
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Start on time
Be sure to encourage participation
Keep meeting moving forward
Keep accurate record of the meeting
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Seems minor, but VERY IMPORTANT
Create a template to ensure continuity between
recorders
Engineering Notebook
Meet previously stated objectives
Make decisions
End meeting with a motivational note or challenge
End on time
The Engineering Notebook
 Blow-by-Blow
Documentation
 Corner of page
 Date & time
 Location
 Personnel present
 Title of task
 Experimental
conditions, equipment ID numbers
 Blow-by-blow record of process
 Sketches of experimental setup / design
 Summarize major decisions / results
 Single line ends an activity, Double line ends
day
Meeting Structure: After the
Meeting
 Archive meeting documents
 Send out meeting minutes
 Check on any action plans determined during the
meeting
References
1.
2.
3.
4.
"What to Do before A Meeting." OQI/ORHD Academic Leadership
Support. The University of Wisconsin Madison, 2007. Web. 2 Sept. 2011.
<https://www.ohrd.wisc.edu/AcademicLeadershipSupport/LeadMeetings
/ResponsibilitiesoftheChair/Whattodobeforeameeting/tabid/111/Default
.aspx>.
“IENG 471 – Teaming and Effective Meetings” by Dr. Dean Jensen
“Project Meetings and Management” by Dr. Dean Jensen
“IENG 464/465 Senior Design – Engineering Notebook Maintenance” by
Dr. Dean Jensen
Questions