Driving results with effective meetings - by FAST Meetings Co - FREE 45 Webinar - Sept 2013

1. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Driving results through effective meetings with David Pointon, FAST Meetings Co. FREE 45 minute webinar Register for the next webinar at: fastmeetings.com.au

7. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Central question(s) 1. Why is meeting effectiveness so low, and what can be done about that? 2. What are the opportunities for you and your organisation?

8. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Start on time Meeting 1Meeting 1 Meeting 2Meeting 2 1. Common meeting problems 2. A Framework to improve 3. Tips, tools you can use for each FAST stage 4. Opportunities for you and your organisation Today

11. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Too many meetings Time keeping Unclear purpose Encouraging participation, engagement Keeping people on track Managing dominant personalities Getting decisions made Agreement and commitment Getting clear outcomes and actions Having measurable action items People accountable to follow through Too many priorities to action Measuring meeting effectiveness What’s not working?

14. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Tips and techniques you can use 1. Clarify, test - What, Who, When 2. Send Solution, Traction ≤ 48 hrs 1. Switch at 2/3 of time 2. Use the right decision method 1. Ask powerful questions 2. Enable participation 1. Distinguish the meeting type 2. Accept meetings with purpose10% 50% 20% 10% Focus Awareness Solution Traction

16. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Worlds Best Agenda Template “In our meeting we had many agenda items which in the past we have struggled to get through all of them; using the FAST procedure meant that many more items were covered and completed!”

19. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 There are 4 types of meetings Type Decide: binding decisions made Consult: ideas sought, shared Inform: one way downloads Relate: trust and knowing others

21. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 4 Meeting types; Perception vs reality Type Perception Reality Optimal Range Decide 50% 16% 30-50% Consult 30% 53% 40-50% Inform 10% 28% 0-5% Relate 10% 3% 10-15%

22. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 4 Meeting types Type Perception Reality Optimal Range Decide 50% 16% 30-50% Consult 30% 53% 40-50% Inform 10% 28% 0-5% Relate 10% 3% 10-15% Can you inform more efficiently? Can you inform more efficiently? Are people ready to decide? Are people ready to decide?

23. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 1. Inform meetings should be banished 2. Endless Consult/ Collaborate meetings are slowing organisations down 3. Decide meetings often lack the right people, or enough preparation Your reactions please!

24. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 The power of focus "One of my mantras — focus and simplicity. Simple can be harder than complex: You have to work hard to get your thinking clean to make it simple. But it's worth it in the end because once you get there, you can move mountains.” Steve Jobs, CEO of Apple Inc.

26. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Email template for Unfocussed invitations Dear First-name, Thank you for your meeting invitation. I would like to help you get the outcomes you want. So that I can be a valuable contributor at this meeting, can you please let me know why you are holding this meeting (Purpose), what you want to walk away with at the end of the meeting (Product) and how you want me to contribute (People). Also, please let me know the 2 or 3 Questions at the heart of the discussion, so that I can come prepared. I will await your reply before I do anything further with this. Your name

30. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 What is your central question? “We spend a lot of time solving problems, and then find out we haven’t been clear on the central question we are trying to answer” Senior Manager, CBA

31. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Define the central question “If I had 1 hour to save the world, I would spend 55 minutes defining the problem and 5 minutes solving it” Einstein

32. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Tune in with questions • There’s a lot of information to explore and discuss. It’s like the content from all the different TV channels • Questions are like the Remote Control..  They help focus on what you pay attention to  The more focussed the question, the clearer the enquiry When ? Market data Market data Functional expertise Functional expertise Customer feedback Customer feedback Current performance Current performance Last year results Last year results Multi stakeholder inputs Multi stakeholder inputs What question would help your group to attend to and explore important dimensions of your topic? What question would help your group to attend to and explore important dimensions of your topic?

35. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable participation – Taking turns Facilitator: To kick off, can I suggest we take turns and hear from each person your initial response to the question I asked in the meeting invite: “What is one key issue that needs to be addressed for us to deliver our project on time?” Facilitator: To kick off, can I suggest we take turns and hear from each person your initial response to the question I asked in the meeting invite: “What is one key issue that needs to be addressed for us to deliver our project on time?”

36. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable participation 1. Brian: I’ll go first.. I think ..blah blah 1. Brian: I’ll go first.. I think ..blah blah 2. Barbara: I’ll go next.. Blah blah 2. Barbara: I’ll go next.. Blah blah

37. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Enable participation 3. Sue: is about to speak.. 3. Sue: is about to speak.. 4. Then Mike jumps in: Barbara, I’m not sure I agree with that… 4. Then Mike jumps in: Barbara, I’m not sure I agree with that…

42. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Top 3 issues affecting organisational performance; research shows… 1. Productivity 2. Agility 3. Innovation Lean Meeting Machine We’re too slow to respond We’ve got to do more with less We need more fresh thinking

47. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Decide using the right method • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded

48. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsensusConsensus Decide using the right method

49. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 • How much time is there to decide? • What level of commitment is required? Time availableTime available LevelofcommitmentneededLevelofcommitmentneeded AutocraticAutocratic ConsultativeConsultative ConsensusConsensus CollaborativeCollaborative Decide using the right method

50. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 “The tendency to move up to the right of graph has become endemic. This is slowing organisations down as leaders abdicate their responsibility to make decisions.” What are your comments to this..

53. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Be clear and specific What Who When A A vague, broad concept of the action All End Sept B A clear, specific statement of an action using concrete language so that it is ambiguous and easy to put into place One person Sep 30

57. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 FAST Framework 1. Clarify & test What, Who, When 2. Send Solution, Traction ≤ 48 hrs 1. Switch at 2/3 of time 2. Use the right decision method 1. Ask powerful questions 2. Enable participation 1. Distinguish the meeting type 2. Accept meetings with purposeFocus Awareness Solution Traction 10% 50% 20% 10%

61. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 Meetings ROI Calculator – Measured impact Investment per year per 100 staff Investment per year per 100 staff Meetings ROI Meetings ROI

63. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 For you – Facilitation skills training What is it • 2 days - Public program • Next dates: 5 – 6 November 2013 Outcomes  Strategic, complex workshop facilitation  Handling difficult situations  Foundation stage; Accredited FAST Facilitation How can I learn more?

64. www.fastmeetings.com.au | +61 2 9502 2022 | Copyright © 2005-2012 For your organisation Foundations of Effective Meetings Workshop What is it • ½ day In-House Outcomes  30% uplift ≤ 1 month  Common language  Changed norms, habits How can we collectively get better?

Driving results with effective meetings - by FAST Meetings Co - FREE 45 Webinar - Sept 2013

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Driving results with effective meetings - by FAST Meetings Co - FREE 45 Webinar - Sept 2013

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