Complete Toolkit For Improving Meetings
Complete Toolkit For Improving Meetings
Complete Toolkit For Improving Meetings
Meeting efficiency & effectiveness is critical to improve the way to conduct a business
Purpose
This Meetings Toolkit has been complied to improve the efficiency and effectiveness of Meetings These tools and templates have been designed using direct feedback from many different businesses about the structure and culture of meetings
Previous learnings and existing tools have been leveraged from the business, where relevant
This is
Usea only
partial view of the full presentation. For further details and download However, from a practical perspective, you should use these tools and templates for all larger, recurring meetings (for both process and departmental meetings) and when it please goto: www.straticx.com/store.html makes sense for other smaller or ad hoc meetings
At a minimum, most meetings should have a TOR and an Action Log
Best practice would be to use these tools and templates for all meetings
Benefits
More efficient meetings translates into less time spent in meetings with more time to do
Poor meeting culture is often the core reason for ineffective meetings
start orview run out of This is only a Late partial oftime the full presentation. For further details and download Poorly run meetings are a Interruptions or poor behavior please goto: www.straticx.com/store.html tremendous source of lost-time and
Meetings are the time to drive results, remove barriers and escalate issues
Execution (20%)
Everyone is responsible for an efficient & effective meeting, not just the Chairperson Be clear on the roles & responsibilities of each person in the meeting Review the TOR and agenda
Follow-Up (40%)
Update the electronic action log on a shared common drive within a day of the meeting People are responsible for actioning their own action items by the due date and updating the electronic action log
The latest action log should be This is only a partial view of the full the presentation. Review action log from last For further details and download reviewed at the beginning of next Complete due action items and meeting meeting please goto: www.straticx.com/store.html update the electronic action log Prepare and distribute any prereading documents with executive summaries Read the pre-reading and clarify issues beforehand Recap on the agreed Ground Rules for the meeting and follow them Highlight any overdue action items Review completed action items since last meeting, as required
Use the agenda to review the list of required versus optional attendees
The scribe should update the action log as issues arise and review with attendees at the end A meeting Coach should be present for key meetings to track meeting performance
AGENDA: 1. [Insert a high-level/ generic here please note that a more detailed agenda template can be found on the next slide to be used as required] 2. ..
OPTIONAL ATTENDEES: This .. is only a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html MEETING BEHAVIOURAL GUIDELINES: Respect each other start on time, finish on time Listen & value each others contributions Challenge the issue, not the person Clarify each attendees role & responsibility Define purpose, agenda & expected outcomes Use executive summaries, send pre-reads in advance Come prepared pre-read & clarify issues beforehand Keep on topic, focus on the agenda Align the rest of the team before/ after the meeting, not in it Use the action log, assign responsibilities & timings Commit to completing action items with urgency Mobiles on silent, laptops only when related to meeting
INPUTS: Action log [What do people need to prepare before this meeting to achieve the expected outcomes?]
EXPECTED OUTCOMES: [What do you need from this meeting? Should be linked to the purpose/s and used to drive discussion] To [insert a verb eg. agree, inform, align] To ..
There are a number of best practice guidelines to follow when creating Agendas for your meetings
Ultimately the Meeting Owner is responsible for finalising the Agenda, however they may ask participants to pre-populate agendas before meetings on a shared drive Allocate a set time for each item to help keep meeting on track Identify the type of agenda item to be presented, leading to the expected outcomes: INF: To inform items will be a distribution of information only
To align input is desired, be prepared to share ideas and views This is only a ALI: partial view of the full presentation. For further details and download AGR: To agree following discussion/ presentations, attendees and key stakeholders please goto: www.straticx.com/store.html will be invited to contribute to decision making process Avoid any new business, get people in the habit of providing agenda items and any prereading material ahead of time
Meeting Owner
To Lead
Chairperson
To Facilitate
This is only a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html
Scribe To Record Actions Records all actions, decisions and resolutions during meeting Updates the Action Log throughout the meeting Distributes the updated Action Log to all participants within a day of the meeting via a shared electronic drive Presents and reviews the Action Log at the end of each meeting
Coach
Evaluates the meeting using the standard Meeting Scorecard Tracks the meetings performance over time Provides feedback on meeting performance to Meeting Owners and attendees Initially this role will be fulfilled by HR, with coaching role assigned to individual attendees over time
TABLE OF CONTENTS
Table of contents
Behavioural Guidelines
Pre-Reading & Presentation Guidelines
only Length of Meeting Times This is a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html Action Logs Meeting Scorecards Meeting Scheduling Guidelines Meeting Acceptance Guidelines
TABLE OF CONTENTS
Table of contents
Behavioural Guidelines
Pre-Reading & Presentation Guidelines
only Length of Meeting Times This is a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html Action Logs Meeting Scorecards Meeting Scheduling Guidelines Meeting Acceptance Guidelines
.. (No more than 2 lines per key point, only provide the key pieces of information needed to achieve your purpose for presenting, save the detail for the appendix if possible)
This is only a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html
Risks/ Opportunities
..
You can use this standard executive summary template if one doesnt already exist for the document youre presenting
As a rule of thumb, if youre not able to successfully convey the key points of your presentation on one page using these headings you might not be ready to present
Risks/ Opportunities
..
Avoid the issues related to back-to-back meetings by always scheduling your meetings to finish at least 5 minutes earlier in Outlook
Current Problem
Most people feel that meetings are currently too long
Solution
Length of Meetings Guideline: Schedule your meetings to finish at least 5 minutes early in Outlook If you schedule an hour, you will take an hour
Some people spend their days in backto-back meetings that can finish later than scheduled, meaning their next meeting starts late
This is only a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html
Current Meetings Length 30 mins 60 mins Recommended Length 25 mins 50 mins
90 mins
120 mins
75 mins
100 mins
ACTION LOG
All key meetings should use the standard Action Log to capture any issues, actions and resolutions with due date timings and a single person responsible for actioning
This is only a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html
The standard Action Log template is included as a separate Excel model
TABLE OF CONTENTS
Table of contents
Behavioural Guidelines
Pre-Reading & Presentation Guidelines
only Length of Meeting Times This is a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html Action Logs Meeting Scorecards Meeting Scheduling Guidelines Meeting Acceptance Guidelines
TABLE OF CONTENTS
Table of contents
Behavioural Guidelines
Pre-Reading & Presentation Guidelines
only Length of Meeting Times This is a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html Action Logs Meeting Scorecards Meeting Scheduling Guidelines Meeting Acceptance Guidelines
TABLE OF CONTENTS
Table of contents
Behavioural Guidelines
Pre-Reading & Presentation Guidelines
only Length of Meeting Times This is a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html Action Logs Meeting Scorecards Meeting Scheduling Guidelines Meeting Acceptance Guidelines
This is only a partial view of the full presentation. For further details and download please goto: www.straticx.com/store.html