Conduct Team Meeting
Conducting the Team Meeting covers the procedures necessary to perform the active elements of a team meeting successfully, including:
1) Guidelines for introducing participants and explaining roles, ground rules, and logistics
2) How to clarify and ensure buy-in to the Agenda by reviewing
- The overall decision-making process
- The sequence and flow of result topics
- Process tools
- Topic leaders
- Time committed to each result topic
3) Preparations for a smooth transition from one Desired Result Topic to the next and the transition to the next facilitation tool
4) The process of generating ideas and gaining clarity and knowledge and the procedure for narrowing options that will lead toward decisions based on team agreement and commitment
Process Flow Diagram
Procedures
The goal!
Confirm the Context and Purpose Statements to provide a common frame which defines:
The need for meeting
Its urgency, importance, and relevance
Where it fits within the organization
Why do it?
Reviewing addresses the question “WHY have the meeting?” up front, providing a shared perspective on the relevant background information.
What to do:
Introduce participants.
Explain roles, ground rules, and logistics.
Review Reason for Meeting section in the AgendaTEC, adding necessary input and / or upgrades to the Context and Purpose Statements.
Decision:
Is everyone in agreement with Context, Purpose, and Meeting Ground Rules?
Responsibility
Team Leader
Procedure
Follow these steps for reviewing the Meeting Context:
Step
Action
1
Is your Agenda open?
If yes, press ALT + TAB.
If no, do so now.
2
Scroll to the Reason for Meeting section, and project onto a screen.
3
Ask “Does everyone clearly understand why we are having this meeting?”
If yes, move forward to Review Meeting Agenda.
If no, ask “What needs clarification, additions, or upgrades?”
4
Revise the document appropriately and then move forward to Review Meeting Agenda.
Example
Tools
AgendaTEC-MS Word
The goal!
Confirm the Agenda including:
Timing
Who is involved
Facilitation tools
The decision-making process for each Desired Result Topic
Why do it?
Confirming the Agenda gives the team an opportunity to provide input on the content and process that will facilitate their work.
What to do:
Clarify and ensure buy-in to the Agenda by:
Reviewing the overall decision-making process
The sequence and flow of result topics
The process tools and topic leaders
Time committed to each result topic
Decision:
Is there buy-in to the Agenda and the process to be used to achieve the desired meeting results or are there upgrades in order?
Responsibility
Team Facilitator
Procedure
Follow these steps for reviewing the Meeting Agenda:
Step
Action
1
Press ALT + TAB to your AgendaTEC document.
Result: You move between your browser and the Meeting Agenda.
2
Scroll through the Meeting Agenda section, asking, “Does everyone clearly understand and support the Desired Results Topics, process tools, who will lead the topic, timing and the decision making process?”
If yes, move forward to Manage Agenda Transitions.
If no, ask, “What needs clarification or upgrade?”
3
Clarify and / or upgrade the Agenda, ask for commitment, and then move forward to Manage Agenda Transitions.
Example
Tools
AgendaTEC-MS Word
The goal!
Manage Agenda Transitions to keep meetings on track.
Why do it?
Managing Agenda Transitions avoids breakdowns in meeting progress through the timely application of facilitation tools.
What to do:
Prepare to make a smooth transition from one Desired Result Topic to the next, as well as transition to the next facilitation tool.
When necessary, redirect attention to the Level of Result the team is to achieve; be sure to explain the next facilitation tool.
Decision:
Which Facilitation Tools are required to continue Content generation and Desired Results progress and avoid disruptive transitions during the meeting?
Responsibility
Team Facilitator
Procedure
Follow these steps for managing agenda transitions:
Step
Action
1
Press ALT + TAB to your AgendaTEC document.
Result: You move between your browser and the Meeting Agenda.
2
Scroll to the Meeting Agenda and type how you are going to start and end each Desired Result Topic.
3
Explain how you are going to work through the process tools.
4
Ask, “Does everyone clearly understand how we are going to work through this Desired Results Topic?”
If yes, you have completed this procedure.
If no, proceed to step 5.
5
Ask “What needs clarification?” Make the necessary changes in the Meeting Agenda and then move forward to Open Desired Results Topic.
Example
Tools
AgendaTEC-MS Word
The goal!
To provide the starting point for hearing information, generating ideas, or discussion of a particular content topic.
Why do it?
Opening the Content Topic surfaces ideas and understanding that supports making judgements and informed decisions.
What to do:
State the ideas that need to be shared or created to initiate each Content Topic or Desired Result Topic.
Decision:
What is the best way to open up the discussion Content Topic(s) for a given Desired Result Topic?
- If the idea(s) currently exists, review it.
- If not, surface and document ideas.
Responsibility
Team Facilitator
Team Technographer
Procedure
Follow these steps for identifying ways of opening the discussion topics:
Step
Action
1
Press ALT + TAB to your FrameTEC document.
Result: You move between your browser and the framing document.
2
Scroll to the Originate Brainstorm tool and begin to generate and record ideas within the group.
3
Once all ideas are recorded, copy the ideas from the Originate Brainstorm tool, and paste them in the Clarify Understanding tool.
Important: If you need further instructions on how to copy and paste, go to the next procedure, Copying and Pasting Ideas.
4
Using the Clarify Understanding tool, ask, “Are any of the ideas listed here not stated correctly? Do any of these ideas need clarification?”
5
Capture and record any corrections.
6
Get agreement from the group and move forward.
Copying and Pasting Ideas
Step
Action
1
To copy, highlight an idea and press CTRL+C.
2
To paste, place the cursor into the correct cell and press CTRL+V.
Example
Tools
FrameTEC-MS Word
The goal!
Focus the Topic to keep the team working together to converge and focus on the most relevant and important content.
Why do it?
This is the process whereby conscious choices or decisions about the content are continuously made in order to add value and progress toward achieving Desired Results.
What to do:
After generating ideas and gaining clarity and knowledge, begin narrowing options that will lead toward decisions.
Decision:
Which shared or generated ideas should be considered priority?
- Establish the value, importance, or significance of these ideas through utilizing and focusing facilitating tools.
- Then choose those ideas to be carried forward for further work or action.
Responsibilty
Team Facilitator
Team Technographer
Procedure
Follow these steps for focusing and prioritizing the meeting topics :
Step
Action
1
Press ALT + TAB to your FrameTEC document.
Result: You move between your browser and the framing document.
2
Using the N ⁄ 3 tool, get the group to vote for the ideas they feel are most important by saying to the group, “Let’s use the N ⁄ 3 voting tool to help prioritize our focus for change. It works this way. We generated 13 ideas. We divide 13 by 3–everyone will get 4 votes. If there aren’t any questions, we will begin.”
3
Ask, “How many vote for the first item?”
4
Type the number next to the idea and move quickly to the next idea.
5
Repeat the process until all are complete.
6
Once the voting is completed, sort the list.
7
Go to Sort the List.
Sort the List
Step
Action
1
Highlight all of the generated ideas in the N ⁄ 3 tool.
2
Go to the tool bar, select Table.
3
Select Sort.
4
Select Sort by Descending.
Result: This will bring the most popular ideas to the top of the list and provide the group with direction for moving forward.
Example
Tools
FrameTEC-MS Word
The goal!
Close Desired Result Content Topic to bring closure to current work being done before moving on.
Why do it?
Closing Content Topics ensures continued progress through a series of individual agreements and commitments.
What to do:
Get step-by-step Content Topic agreement and commitment.
Ensure agreement and commitment to the Desired Result.
Decision:
Are team members in agreement and committed to Content Topic & Desired Result?
- If Content topic appears to have been taken to the level necessary, ask “Are you ready, willing, and able to move on?”
- If decisions or Desired Results have been made, ask “Do we have agreement and commitment?” Close each Topic and Result one at a time.
Responsibility
Team Facilitator
Team Technographer
Procedure
Follow these steps for closing the meeting topics :
Step
Action
1
Press ALT + TAB to your FrameTEC document.
Result: You move between your browser and the framing document.
2
Using the Choose tool and say, “It looks as though the team majority has voted for……. Who will take on the assignment of ………….?”
3
Say, “Let’s use our Action Plan in the FrameTEC menu to record our action item and move forward.”
4
Use the Action Plan to record the action item.
5
Repeating steps 2 & 3, proceed through the items that have the most votes.
6
Ask, “Great. Is that acceptable with everyone?”
If yes, request that a status report be ready to be given at the next meeting.
If no, clear up any confusion and gain acceptability.
Example
Tools
FrameTEC-MS Word
Roles and Responsibilities
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