Design Team Meeting
Designing the Team Meeting involves these tasks:
1) The Team Leader determines the NEED for a meeting (Context Statement) and defines what needs to be accomplished at the meeting (Purpose Statement).
2) The Team Leader and Facilitator decide
- How and by whom valid and implementable decisions will be made in the meeting
- Who the actual team participants are and their individual roles
- Overall meeting logistics
3) Based on all of this information, the Team Leader and Facilitator
- Develop the meeting agenda and process tools
- Select the procedures best suited to accomplish the agenda’s desired results from the e-ToolboxFacilitating tools
Result: Meeting time is used as effectively and efficiently as possible.
Process Flow Diagram
Requirements
The tasks in this activity require a tool called AgendaTEC. You must set up the agenda template before you begin these tasks.
Description
AgendaTEC is used to manage a meeting’s content and make certain that every aspect of the meeting is developed and organized to make for a successfully controlled team meeting.
Alternating views
During this activity, you will be asked to press the Alt + Tab keys on your keyboard to display your instructions and then the agenda file. This way you can move easily between learning and doing.
How to set up the agenda
1) Click the blue heading above (Setting up the agenda template).
Result: The AgendaTEC template appears.
2) Select File and Save As.
3) Name the file, including your meeting date, and save it to your personal computer in an easily accessible place.
4) Follow the task instructions for completing the agenda, saving as you complete each section.
Result: After completing this activity, you will have designed an agenda that you can distribute to the meeting participants as an attachment to an email or as a printed copy.
Requirements
The tasks in this activity also require a tool called FrameTEC. You must set up this template before you begin these tasks.
Description
FrameTEC is used for collecting and organizing meeting content and driving the decision making process, through to action. This template contains pre-formatted facilitation tools (information frames)and should follow the AgendaTEC meeting process.
Alternating views
During this activity, you will be asked to press the Alt + Tab keys on your keyboard to display your instructions and then the agenda file. This way you can move easily between learning and doing.
How to set up FrameTEC
1) Click the blue heading above (Setting up the framing template).
Result: The FrameTEC template appears.
2) Select File and Save As.
3) Name the file and save it to your personal computer in an easily accessible place.
4) Follow the task instructions for completing the frames, saving as you complete each section.
Result: After completing this activity, you will have designed an outline to be utilized during the meeting that can be used to capture the meeting’s content.
Procedures
The goal!
To identify the reason to meet or not to meet by defining the Context.
Why do it?
Developing the meeting context will help frame the priority and value for the meeting as the most cost-effective vehicle to achieve results, also justifying the NEED for the meeting itself.
What to do:
Create a Context statement that communicates the situation that is impacting you, your team or your organization. Include the urgency, importance, and relevance to other work that supports the NEED for a meeting in this statement.
Decision:
To meet or not to meet?
If there is a need, move forward and document the reason for meeting.
If there is not a need to meet, determine the most cost effective way of communicating the information.
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Responsibility
Team Leader
Team Facilitator
Before you begin
You must have your AgendaTEC document open. If you do not have it open, go to the Process Overview for Design Team Meeting and follow the instructions in Setting up the agenda template.
Procedure
Follow these steps to define the context of the meeting on the agenda:
Step
Action
1
Press ALT +TAB to display your AgendaTEC document.
Result: You move between your browser and the Meeting Agenda.
2
Scroll to Reason For Meeting Context section.
3
Document the reason for the meeting within the Context section.
Important: Be sure that you have clearly explained the meeting NEED.
Example
Tools
AgendaTEC – MS Word
The goal!
Have clearly defined meeting objectives based on the context statements.
Why do it?
The purpose statement:
Provides a summary of direction and focuses the team on the overall meeting objectives.
Is used to develop specific agenda topics.
What to do:
Building on the Context statement, define what needs to be accomplished at the meeting. Clearly state the meeting objectives.
Decision:
Keeping the Context statement in mind, determine what objectives need to be accomplished to make this meeting a success.
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Responsibility
Team Leader
Team Facilitator
Before you begin
You must have your AgendaTEC document open. If you do not have it open, go to the Process Overview for Design Team Meeting and follow the instructions in Setting up the agenda template.
Procedure
Follow these steps to define the purpose of the meeting on the agenda:
Step
Action
1
Press ALT +TAB to display your AgendaTEC document.
Result: You move between your Browser and the Meeting Agenda.
2
Scroll to Reason For Meeting Purpose section.
3
Type the meeting purpose statement(s).
Example
Tools
AgendaTEC-MS Word
The goal!
Determining how meeting decisions are made specifies:
Who makes the decision.
How the Leader / Team pattern of interaction works.
Why do it?
Communicating in advance how decisions will be made eliminates confusion about how and why people will be involved in a decision.
What to do:
With the Context and Purpose statements in mind, decide how and by whom valid and implementable decisions will be made in the meeting.
Critical success factors to take into account include:
Who has the information, expertise, perspectives?How much buy-in is required?Is there a sense of urgency?
Decision:
How will decisions be made during the meeting?
The Decision-Making options are:
- The Leader decides and announces to the people IN or OUT of a group setting.
- The Leader collects input from each person IN or OUT of a group setting, then decides and announces.
- The Leader collects input from each person IN a group setting, then decides and announces.
- The Group interacts and reaches a Consensus Decision with fallback to the Leader if a Hierarchy exists; otherwise they vote.
- The Group interacts to reach a Consensus Decision, given the Leader criteria, with fallback to the Leader, or vote.
- No decision is necessary.
Responsibility
Team Facilitator
Team Leader
Procedure
Follow these steps to determine how meeting decisions will be made:
Step
Action
1
Press ALT + TAB to display your AgendaTEC document.
Result: You move between your browser and the Meeting Agenda.
2
Scroll to Reason For Meeting Decision Making section.
3
Place the cursor in the Decision Making input box.
4
Click AgendaTEC in the menu bar.
Result: Drop down list appears.
5
From the drop down list, select Decision Making Processes.
6
Select the option that best describes how decisions will be made in the meeting.
Result: The chosen selection is automatically inserted into the Decision Making section.
Help: If the decision-making option or choice is not clear or if you want more information, click the link in Tools section below to view the Decision Making Expert System presentation.
Example
Tools
AgendaTEC-MS Word
The goal!
Identify the meeting participants to ensure appropriate and timely involvement of people critical to the meeting, and their potential roles.
Why do it?
Careful participant identification facilitates:
The most cost-effective use of everyone’s time.
Ensures proper representation of knowledge, expertise, and perspective.
What to do:
With the Purpose Statement and Decision Making option in mind, document:
Who needs to be involved.
Each participants role(s) in the meeting.
Example: Team Leader, Facilitator, Recorder, Content Consultant etc.
Decision:
Who needs to be a participant and what is their potential role(s)?
Responsibility
Team Leader
Procedure
Follow these steps for identifying the required participants for the meeting:
Step
Action
1
Press ALT + TAB to display your AgendaTEC document.
Result: You move between your browser and the Meeting Agenda
2
Scroll to the Participants & Roles section.
3
Type in the meeting participant’s names and their specified role(s).
Help: If roles are unclear or further information is desired, click and view the Meeting Roles and Responsibilities Presentation link in the Tools below.
Example
Tools
Meeting Roles and Responsibilities
AgendaTEC-MS Word
The goal!
Designing a Meeting Agenda provides an outline to achieve the specified level for each Desired Result Topic by simultaneously focusing people on the same content, process steps, and timing.
Why do it?
Planning for each agenda topic, including the Desired Results and the tools used to achieve these results, will ensure that the meeting stays focused and achieves its overall purpose.
What to do:
- Based on the Purpose Statement, develop specific agenda topics defined according to the Desired Meeting Results.
- Next, select the process tools and procedures best suited to accomplish these desired results. From the e-ToolboxFacilitating tools, determine results level to achieve, and select appropriate tools.Decision:
1) What are the Agenda Topics, Process Tools, Topic Leader, and Timing for each topic?
2) How will decisions and discussions be documented for each agenda topic?
Responsibility
Team Leader
Before you begin
For some of the steps in this task and the procedures following, you must have your FrameTEC document open. If you do not have it open, go to the Process Overview for Design Team Meeting and follow the instructions in Setting up the framing template.
Procedure
AgendaTEC
Follow these steps for completing the meeting agenda in AgendaTEC:
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 section.
3
Place the cursor into the first blank row under the Desired Results By Topic Level column.
4
Click AgendaTEC in the menu bar.
Result: AgendaTEC drop down list menu appears.
5
From the drop down list, select Desired Result Levels, and select the appropriate level (1-7) that describes a desired result of the meeting.
Result: The selection will automatically be inserted.
6
Complete the statement based on the meeting topic.
7
Adjust tools as necessary, type in the Topic Leader and the allotted Time in minutes allowed for discussion.
8
Repeat steps 3-7 for each desired meeting topic.
9
Clean up the agenda by deleting any unused rows.
Important: To delete a row, highlight the unused row(s), select Table from the menu bar, and select Delete Rows.
10
Under the Time in Minutes column, right click in the light blue highlighted field and select Update Field.
Result: The total prescribed minutes for the meeting will automatically be calculated.
FrameTEC
Follow these steps for designing the FrameTEC document:
Step
Action
1
Press ALT + TAB to the FrameTEC document.
Result: You move between your browser and framing template.
2
From the menu bar, select View, Header and Footer. Type in the requested information.
3
Click Close.
4
Select FrameTEC from the menu bar.
Result: The FrameTEC tools drop down list appears.
5
From the 7 categories, select the appropriate tools that were prescribed under the “How to Achieve Desired Result” column of the agenda.
Result: The FrameTEC document will insert preconfigured workable frames that can be populated.
6
Press ENTER after each frame addition to keep each tool separate.
7
Once all tools are represented, click Save.
8
Close the document.
9
Did a pop up box appear?
· If yes, click NO. Then the procedure is complete.
· If no, the procedure is complete.
Help: If more information about each tool is desired, click and view the Facilitator’s Toolbox Presentation link in Tools below.
Example
Tools
Example of Completed FrameTEC Document
AgendaTEC-MS Word
FrameTEC-MS Word
The goal!
To review meeting preparations and logistics so that meeting details are not overlooked.
Why do it?
Handling Meeting preparation and logistics prior to the meeting helps to avoid:
Frustration
Wasting people’s valuable time and energy during the meeting
What to do:
Based on the Desired Results topics in the agenda, ensure that preparation and details are handled to set the meeting up for success.
Decision:
1) What facilities and equipment are required?
2) How should the meeting room be arranged?
3) Are refreshments to be provided?
4)Have we notified meeting participants of the meeting and furnished them with the agenda and a list of items to bring in advance?
Responisibilty
Team Leader
Procedure
Follow these steps for preparing all meeting logistics:
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 Logistics section and type the requested information.
3
Scroll to the Preparation section and type anything the team should read prior to the meeting to be prepared, as well as any supplies they need bring to the meeting.
4
Click Save.
5
Close your completed AgendaTEC document and when the pop up box appears, click No.
Example
Tools
AgendaTEC-MS Word
Roles and Responsibilities
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