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Meetings: From Wasteful
to Successful
Cheryl Lee • June 2015
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 1
About the Author – Cheryl Lee
 PMP, PMI-PBA ...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 2
Agenda
 Impact of ineffective meetings
 Tip...
Impact of Ineffective Meetings
On average, what percentage of the
day do you spend in meetings?
a) 1%-30%
b) 31%-50%
c) >50%
Discussion
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 5
Ineffective Meetings Waste Time and Money
Mor...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 6
Time Spent in Meetings Increasing Year over Y...
What are some of the culprits of
unproductive meetings?
Discussion
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 8
Causes of Unproductive Meetings - #1
92% admi...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 9
Causes of Unproductive Meetings - #2 and #3
#...
Tips to run Effective and Engaging Meetings
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 11
Avoid Serial Meetings
Meetings give the
Perc...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 12
Avoid Meetings for the Sake of Meeting – Sta...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 13
Take the time to Plan
Tips for preparation:
...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 14
Ideas to Make the Meeting more Engaging
1. S...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 15
Ideas to Make the Meeting more Engaging
6. P...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 16
Ideas to Make the Meeting more Engaging
7. U...
Do you have any experience with
collaborative games?
Discussion
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 18
After the Meeting
What Who How
Take the Time...
Advice for Meeting Goers to get the
Most out of a Meeting
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 20
The Average Meeting Goer...
Daydreams
during...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 21
The “DO” List
1. DO determine if you are tru...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 22
The “Do NOT” List:
1. Do NOT attend the meet...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 23
Q & A
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 24
Twitter
Continue the conversation:
@GKCanada...
© 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 25
Sources
 https://www.themuse.com/advice/how...
Thank You
If you enjoyed this presentation, you might be interested in the following courses:
Making the Most of Your Proj...
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Meetings: From Wasteful to Successful

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Meetings: From Wasteful to Successful with Cheryl Lee, PMP, PMI-PBA and CBAP Certified

• Impact of ineffective meetings
• Tips to run effective and engaging meetings
• Advice for meeting goers to get the most out of a meeting

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Meetings: From Wasteful to Successful

  1. 1. Meetings: From Wasteful to Successful Cheryl Lee • June 2015
  2. 2. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 1 About the Author – Cheryl Lee  PMP, PMI-PBA and CBAP Certified  Highly experienced business analysis and project management practitioner and trainer  Served on IIBA Toronto Chapter board of directors  Co-founder and co-chair of PMI-SOC Business Analysis Community  Co-author of the soon to be published book “Effective PM and BA Role Collaboration” (2015), J. Ross
  3. 3. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 2 Agenda  Impact of ineffective meetings  Tips to run effective and engaging meetings  Advice for meeting goers to get the most out of a meeting  Q & A
  4. 4. Impact of Ineffective Meetings
  5. 5. On average, what percentage of the day do you spend in meetings? a) 1%-30% b) 31%-50% c) >50% Discussion
  6. 6. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 5 Ineffective Meetings Waste Time and Money More than $37 billion per year is spent on unproductive meetings More than 25 million meetings per day in the U.S. Middle managers spend 35% of their time in meetings Upper management spends 50% of their time in meetings More than 67% of meetings are considered a waste of time
  7. 7. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 6 Time Spent in Meetings Increasing Year over Year
  8. 8. What are some of the culprits of unproductive meetings? Discussion
  9. 9. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 8 Causes of Unproductive Meetings - #1 92% admitted to multitasking during a meeting 41% admitted to multitasking “often” or “all the time” 69% admitted to checking email 49% admitted to doing other, unrelated work
  10. 10. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 9 Causes of Unproductive Meetings - #2 and #3 #2 Remote participants are not engaged #3 Lack of planning and structure
  11. 11. Tips to run Effective and Engaging Meetings
  12. 12. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 11 Avoid Serial Meetings Meetings give the Perception of Progression Ask yourself the following before scheduling the next meeting: Is a meeting really necessary? Explore other options requiring less time from participants – independent research, targeted interviews
  13. 13. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 12 Avoid Meetings for the Sake of Meeting – Status Meetings Average time spent per week preparing for a status meeting 1. Use the time for forward thinking instead of focusing on the past • Do not waste time summarizing the status report, use the time to discuss any challenges or potential risks and elicit ideas to solve for them 2. Conduct your status meeting more like a scrum meeting regardless of methodology used • Keep the meeting short/stand-up meetings • Have each team member answer the 3 key questions: 1. What did you do yesterday (or last week)? 2. What will you do today (or this week)? 3. Are there any impediments in your way?
  14. 14. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 13 Take the time to Plan Tips for preparation: 1. Block time off in your calendar for the prep work 2. Prepare any supporting documents ahead of time – never show up with a blank piece of paper • Document analysis – reviewing any existing documentation • Pre-alignment interviews • Observation sessions 3. Include a detailed agenda in the invitation 4. Think about how to make the meeting more engaging and interactive If you do not have time for proper preparation, then you are not ready for a meeting – do not waste everyone’s time! When setting up a meeting, take into consideration the time it takes to prepare for the meeting. It will likely take more time than the meeting itself.
  15. 15. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 14 Ideas to Make the Meeting more Engaging 1. Schedule shorter/stand up meetings 2. Ensure you have the right people invited • Be clear about who is required vs optional 3. Start and stop on time 4. Stick to the agenda • Have meeting goals readily available to point to in case the meeting goes off track 5. Take notes visually - everyone can follow along and see action items
  16. 16. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 15 Ideas to Make the Meeting more Engaging 6. Prepare visual models to disseminate information • This will help ensure everyone is on the same page
  17. 17. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 16 Ideas to Make the Meeting more Engaging 7. Use collaborative games to elicit information • Get participants to move around the room • Instead of facilitator documenting everything participants take ownership • http://gamestorming.com/ Customer Centric Affinity Diagram Why Who How Carousel
  18. 18. Do you have any experience with collaborative games? Discussion
  19. 19. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 18 After the Meeting What Who How Take the Time to Synthesize Information Before Scheduling a Follow Up
  20. 20. Advice for Meeting Goers to get the Most out of a Meeting
  21. 21. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 20 The Average Meeting Goer... Daydreams during the meeting 91% Falls asleep during the meeting 39% Skips the meeting altogether 96% Multitasks during the meeting 92%
  22. 22. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 21 The “DO” List 1. DO determine if you are truly required for the meeting 2. DO ask for an agenda if one was not provided • Ask questions if you are still not sure what the meeting is about to determine if you are required 3. DO allocate time to complete any necessary pre-work • Block off time in your calendar to do this or risk having to schedule a follow up meeting
  23. 23. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 22 The “Do NOT” List: 1. Do NOT attend the meeting just in case there is a question for you 2. Do NOT multitask • If you have time to multitask during the meeting, you probably shouldn’t have been there in the first place 3. Do NOT hijack the meeting to discuss unrelated topics • If you have an agenda item, speak to the meeting organizer ahead of time to see if it is appropriate to be added
  24. 24. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 23 Q & A
  25. 25. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 24 Twitter Continue the conversation: @GKCanada @BAPMCherylLee
  26. 26. © 2015 Global Knowledge Training LLC. All rights reserved. 2015-06-29 Page 25 Sources  https://www.themuse.com/advice/how-much-time-do-we-spend-in- meetings-hint-its-scary  https://www.atlassian.com/time-wasting-at-work-infographic  http://gamestorming.com/
  27. 27. Thank You If you enjoyed this presentation, you might be interested in the following courses: Making the Most of Your Project Meetings Excelling at Facilitation Effective Facilitation for Business Analysts
  • ksbaxter

    Dec. 10, 2020

Meetings: From Wasteful to Successful with Cheryl Lee, PMP, PMI-PBA and CBAP Certified • Impact of ineffective meetings • Tips to run effective and engaging meetings • Advice for meeting goers to get the most out of a meeting

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