Effective Sizzling Meetings

by Bill OÕMara PhD

 

Lets face it, most meetings are long, tedious and boring.  And result in participants feeling less motivated, not more.  The key to an effective sizzling meeting that motivate are to:
a) Involve all the participants (all have a role to speak/share/do) in the Plan-Do-Check-Adjust process of a meeting;
b) Keep the pace brisk (slow pace creates boredom, one person doing all the talking creates disengagement); and
c) Use as many communication modalities as possibleÉ (Visual:  How it looksÉhandouts, color, overheads, posters, visually engaging etc. Auditory: How it sounds, voice inflection in speaking, volume, music etc. Kinesthetic: How it feels, heart, inspiration, uplifting, tactile, involved physically in doing).

 

Here is an ExampleÉ  

Meeting Agenda for Sizzling, short, fun, high impact EC meeting:

Personnel:  EC of approx 6-10.

Roles:  GM (Meeting Leader), Facilitator, Time Keeper, EC (Ask, Allocate/rotate role of Facilitator, Timekeeper for each mtg.  Timekeeper has stopwatch and keeps everything flowing to time.  Facilitator runs meeting agenda).  

Time:  1 Hour 1 minute (Keep it moving, Upbeat-Organized-fun, No extraneous Extraversion or tangents, Stay on Plan, Stay on Time!!)

 

Play appropriate music pre and post.  Integrate as much from the overview above as possibleÉ

 

1)       Call to Order:  Quote of Day, Humor of Day  (Facilitator)                           3 mins.

Facilitator Reminds team rules of Meeting Etiquette for an effective meeting (Focus, appropriateness, support, no interruptions, confidential etc. É.) and keeps team to it.

And Check in.  The intent here is to create the right tone.  Give everyone 20 seconds at the very beginning to say.  ÒHi, what they are most proud of this week, one word to describe whatever they may be feeling and then, ÒI'm inÓÉ. very important to set the energy.    Keep pace movingÉ

           

2)      Key Announcements: of Note for the week (GM, Meeting Leader)           5 min's.

 

3)      Old Business:  (Facilitator and Time Keeper guide)                                                      20 min's.

GM gives quick overview of Team Strategic Plan (TSP)É. Read Mission!   5 min's.

Then asks how are we doing on progress (Mission and KOGs)?  (GM)              

(All KOG Team Leaders give a 2-minute AAR progress report on major activities relating to their leadership/delivering TSP actions since last meeting.)                                 10 min's.

            Any Key decisions, Brainstorm for 5 min's and decide or set off line meeting for more.        5 min's.

           

4)      New Business:  (Facilitator and Time Keeper guide)                                 20 min's.

All EC give 1 minute ÔWhat I am focusing onÕ this week report on their 3 hi impact leadership goals/major activities to be completed per TSP (Give GM half pg. written report with Progress report)                                                                                                                                12 min's.

 (GM listens carefully takes notes of all old/new business verbal and written reports and meets with EC one on one/coaching to comment on any habits supporting or not supporting progress)

 

As per time available, ask an innovation question:  Where is there an opportunity for a Breakthrough at the hotel right now?                                                                                                                                 3 min's.

Any Key decisions, Brainstorm for 5 min's and decide or set off line meeting for more.      5 min's.

 

5)  Communication Circle:   (GM, Meeting Leader)                                                             10 min's.

                    GM asks, does anyone need anything?  ...anything to say to someone in the group to help improve team effectiveness?   Any broken agreements?  Anyone need special attention, pending personnel issues?  (Facilitator, reminds group, please offer any communication via model:   ÒAlign; I feel-I need; Request & AgreeÓ).

 

Any recognition?É who would like to acknowledge someone in the circle? 

Anything else needed? 

 

6)  Close/Wrap Up:   (Facilitator and Time Keeper guide)                                       3 min's.

Does anyone have a leadership lesson learned this week to share?  Or Inspiration of the day (Quote etc.)

 

GM summarizes keys discussed, invites a call to action (all write down) what behaviors you will exercise this week to be optimally effective, and reminds all the essentials of TSP execution we need to energize for huge success in the week ahead.   (Leave inspired to act on PLAN!)

 

ÒHave a great day/weekÉ have funÉ remember our path:   Lead with Passion!Ó

                           

 

Other:  Presentations or other discussions when neededÉ

 

 

Best to you,

 

Bill

 

William Jason OÕMara

Author, The Way of the Corporate Shaman

Bill@CorporateShamanWay.com

www.Corporateshamanway.com

 

 

 About the Author:      William Jason OÕMara, Ph.D., has been a pioneer in the personal growth movement for many years and is considered one of AmericaÕs most gifted leadership teachers. He is president of Corporate Shaman Way – an Institute for Leadership Studies. He has an advanced degree in Psychology as well as certifications in Naam Yoga, Neuro-Linguistic Programming and Holistic Health, and he is a Reiki Master. His book, The Godspell Solution, is considered a modern day philosophical classic. His epic book, The Way of the Corporate Shaman, is a breakthrough in the genre of spirituality in business. He has led workshops, Mastermind groups, community retreats, and gatherings in New York, San Diego and all over the USA for the past 10 years sharing his business expertise and the native American wisdom he learned during his time with the renowned native American Òspirit callerÓ Speaking Wind.  He is an award-winning corporate speaker and is available for select speaking engagements and consultations.