Helpful Hints for Effective

Meetings
New Hanover County Schools
Betsy Stanwood
Revised Fall 2006

Additional input from Debbie Stout
Desired Outcomes
Introduction to meeting facilitation
techniques
Introduction to basic mediation
strategies
Effective meetings
What do effective meetings include?
They should include:
Meeting facilitator
Meeting agenda
Appropriate physical environment
Meeting checklist: Review for preparation
Ground rules
Communication among team members that is respectful of
others positions on the topic




Meeting Facilitator
What is a meeting facilitator?
A meeting facilitator is the person in charge of the meeting. They move
the meeting along making sure that the focus of the meeting is kept
and the participants all have opportunities for input & questions
while keeping communication open, honest, and professional.
Meeting Facilitator Roles &
Responsibilities
Prior to meeting:
Identifies the purpose of the meeting
Develops the agenda
Identifies roles for participants
Obtains an appropriate location for the meeting
Makes sure all necessary participants are invited to the meeting
Schedules a pre-meeting with certain participants, if appropriate



Meeting Facilitator Roles &
Responsibilities
At the meeting:
Distributes the agenda
Makes sure introductions are made & roles are clear
Establishes ground rules
Keeps to the agenda
Assists the group with the process of the meeting
Meeting Facilitator Roles &
Responsibilities
At the end of the meeting:
Summarize actions
Identifies any next steps
Sets next meeting date, if necessary
Thanks the group for their time & participation
Techniques Used by Effective
Facilitators
1. Avoid detailed decision making with a large group
Focus energies on actions that effect the outcomes (stickers vs. stamps)
2. Move the group to actions
Prioritize, clarify, decide, develop, identify, determine, & complete
3. Seek & confirm commitments
Each participant gets a job
Change observers to doers
Post actions with names assigned or send follow-up summary
4. Bring closure to items or discussions
Reach consensus
If agreement to an action is reached, keep it moving
Coming Together Conference- February 19, 2001
Dr. Norma Taylor, Assistant Director, Special Education &
Related Services
Techniques Used by Effective
Facilitators
5. Keep everyone involved.
We have heard from the math & science departments, what do the counselors think?
Lets hear some comments from this side of the table.
Mom & Dad, what are your thoughts on this idea?
Mr. Assistant Principal, we have not heard your thoughts on this yet.
6. Use an issue bin for noting ideas, suggestions, or concerns not on the
agenda (to be addressed at a later time or meeting)
Great for redirecting people who stay off the topic
Write it down & move back on track
Avoid asking people to hold that thought for later & bring it up when we are finished
with this.
7. Be flexible
Change the agenda if items need to be re-prioritized
Ask for a 5 minute break
The train can change tracks after it leaves the depot
8. Summarize results & follow-up before the ending time
What did we do?
How did we do?
What needs to happen next?
*When will we reconvene (if necessary)?

Coming Together Conference- February 19, 2001
Dr. Norma Taylor, Assistant Director, Special Education & Related Services

*Not a part of the original list

Meeting agenda
When do you need to design an
agenda?
Consider designing an agenda when:
There are controversial issues to resolve
There is an anticipated dispute
There are a large number of people involved
There are trust issues among team participants
There is a complex issue to discuss or resolve
There is a time crunch
Design an agenda
How do you design an agenda?
Consider designing an agenda that includes:
Date of meeting
Start time & ending time
Assigned roles for participants (time keeper, note taker, etc)
Location
Purpose of meeting
Desired outcome for the meeting
List participants
Agenda items (Be sure to include introductions & ground rules)
Participant who is addressing each agenda item listed
Timeframe dedicated to each agenda item
Next steps or actions for meeting follow-up
Participant responsible for each next step/action
Determination of next meeting (if necessary) as last step


Appropriate physical environment
How do you set up the physical
environment?
Consider the following when setting up the physical environment
prior to a meeting:
Privacy with limited distractions during the meeting
Adequate meeting space including:
Size of room (not too big but not over crowded)
Ventilation
Lighting
Temperature
Seating
Equipment & supplies including:
Necessary forms
Pens
Paper for notes
Copies of information to be shared
Seating arrangement
Staff mingled among other participants (not parents & their advocate on one side of table
& staff on the other side)

Meeting checklist: Review for
preparation
What kinds of things should be on a meeting checklist that you
review for preparation for a meeting?
These are the types of things that should be on the meeting checklist
Provide adequate notice of the date, time, place, & purpose of the meeting
The purpose of the meeting is clear
Meeting has clear beginning & ending times (The ending time is changed only with
consent of the entire team.)
Roles are clarified at the beginning of the meeting
Team members are prepared for the meeting (Bring data, educational records, progress
reports, other assessments, probes, work samples, etc.)
The room & seating arrangements support the meetings purpose
Decision making procedures are clear for all team members
Working agreements are clear & affirmed by all team members
All participants are involved & contribute fully
The real issues are raised & dealt with honestly (Different points of view are encouraged &
valued)
A clear written record is kept which summarizes all decisions made
The meeting ends with a process evaluation
The group assigns accountability & establishes action items; everyone leaves with a clear
understanding of who will do what by when to follow through on meeting agreements
Communication avenues (who to ask which questions) are clarified
Ground Rules
For long meetings or multiple
meetings situation:
Ground rules are usually determined by the group through a
brainstorming/listing process. These are recorded & posted.
For short meetings:
The facilitator might present rules & ask the group for additions
or deletions.
Ground Rules
What other things should be considered in
establishing ground rules?
Consider these notes:
At the outset, let people know what you hope to accomplish in the allotted time. Even
though the agenda is printed and distributed, it will help to restate the objective in your
own words.
At the outset, let people know at what time in the meeting you plan to revisit progress
toward the meeting purpose and have the team decide to continue with meeting past
agreed ending time or identify a second meeting date.
Meetings have different formats, each of which suggests a set of ground rules.
For example,
there are no bad ideas in brainstorming sessions, and speakers may or may not be permitted to
interrupt one another. Participants should understand whether they are expected to contribute
to the conversation, or just listen. If you set clear ground rules at the beginning, it will be easier
to keep the meeting on track.
To avoid interruptions, put telephones on "do not disturb" and turn off mobile phones or
set to vibrate.
Sample Ground Rules
Start on time/end on time
Stay on task
Honor facilitators requests
Listen to each other (one person talks at a time)
Open, honest communication
There are NO dumb questions
Accept others comments without judgment
Discussion is confidential
Additional sample ground rules are listed in Sample ground
rules links at end of this PowerPoint.

Communication Among Team
Members that is Respectful of
Others Positions on the Topic
Be a Vibeswatcher:
1. Pay attention to nonverbal communication, such as:
Body language
Facial expressions
Side conversations
People interrupting each other
2. Pay attention to verbal communications, such as:
Making judgmental statements
Making global all or none kinds of statements (we never do that)
Making personal attacks or accusations ( meeting facilitator should use
reframing to get at the underlying legitimate issues or concerns)
Making unclear statements (meeting facilitator should question team
member further for clarification)



Lets see. Yes,
they are smiling
and shaking
hands.
Techniques that Dissolve
Communication
Ordering
You must
You have to
You will
Focusing on Self
Listen to my problem
Nothing is as bad as I have it
Lecturing
Here is why you are wrong
Do you realize
Preaching
Its your duty to
You should
You ought to
Denying
I dont see anything wrong
There is no problem

Laying Blame
She is the reason for the trouble
Its your fault

Threatening
If you dont, then
You had better or else
Judging
You are just crazy
You have no ethics

What Do You Think?
Look at this picture.
List or discuss the
things you observe
the mediator
(meeting facilitator)
doing that are poor
meeting facilitation
behaviors.
Just a few observations!
Talking on phone while
meeting in progress
Eating
Leaning back in chair
Feet on table (too casual)
Allowing arguments
Allowing crying
A Meeting Gone Wrong
What kinds of things can happen to make a
meeting go wrong?
Consider these things
Someone says to a parent:
We cant do
We dont do
We never do
We only do
We dont believe in
No student gets more than
It would cost too much to
It would take too much
I have 25 (30) other students in my class so
You should put your child on medication or
I believe it is willful behavior
Staff unprepared for meeting
Staff in disagreement with each other during meeting (should the team
have had a pre-meeting?)

Unreasonable Requests
What if a member or parent seems
unreasonable?
Consider responding with one of the following questions:
Where did you hear about that? Could you provide me with a copy or
give me the source so that we can gather more information?
Are you using that at home?
Do you have data on that? Can you get us information?
Which IEP goals (objectives) do you see that addressing?
How do you envision it being implemented?
Have you seen progress in this area?
Have we described what were doing in the program were using?
What part (s) of the IEP/IAP/Interventions do you agree are
appropriate?
Are you familiar with our process for determining ?


Out of the Box Thinking
Think of one
meeting you
have
participated in
as a team
member and
the team came
up with an
innovative idea
to resolve the
issue.
We
encourage
our teams to
think outside
of the box
Other Effective Meeting
Strategies
Using consensus
What is consensus?
A general agreement reached through open communication,
understanding opposing views, consideration of alternatives in an open
& fair environment & shared commitment to the decision reached. The
focus is on unanimous commitment instead of unanimous agreement.
Other Effective Meeting Strategies
Using conflict resolution strategies
What is conflict and what are sources of conflict?
Conflict is a controversy, disagreement, or opposition. It is the
natural tension that arises from different perspectives.
Sources of Conflict

What are some sources (causes) of
conflict?
Expectations
Broken Promises
Incompetence
Lack of Quality
Resources
Time
Money
Personnel
Space
Values
Priorities
Perceptions
Styles
Personal
Standing on Principles
Inner Conflict
Unmet Needs
The JCA Mediation Model 1995
Justice Center of Atlanta
Dynamics of Conflict
What happens if conflict goes
unresolved?
Feelings intensify
Positions harden
Dehumanizing occurs
Desire to punish emerges
Communication Deteriorates
The JCA Mediation Model 1995
Justice Center of Atlanta
Other Effective Meeting Strategies
Formal & Informal Mediation
Informal Mediation
An informal, voluntary process intended to
resolve conflicts, without resorting to
arbitration or litigation, by using an
impartial third party to facilitate an
agreement .

Third party (liaison, administrator, etc)
attend meeting to assist in facilitating
resolution of issues
Third party (liaison, administrator, etc)
assisting in facilitating communication
between parties
Facilitated IEP

Formal Mediation
Mediation is an act of bringing two
states, sides or parties in a
dispute closer together toward
agreement through alternative
dispute resolution (ADR), a
dialogue in which a (generally)
neutral third party, the mediator,
using appropriate techniques,
assists two or more parties to help
them negotiate an agreement,
with concrete effects, on a matter
of common interest.
Court mandated mediation
Mediation Center
Language of Resolution
Techniques
What are some mediation techniques
that help resolve conflict?
Statement Purpose How To Do Example
Encouraging
To convey
interest; to keep
the other party
talking
Dont agree or
disagree; use
neutral words
Can you tell me
more?
Clarifying
To get more
information; to help
the speaker see
other points of view
Ask questions When did this happen?
Flip Sides
To show you are
listening; check your
interpretations
Find positive
from negative
statement
You wish he were
more helpful?
Reflect Feelings
To show understanding
of how one feels; to
help party evaluate
his/her feelings
Reflect a persons
basic feelings
You seem very
angry.
The JCA Mediation Model 1995
Justice Center of Atlanta
Language of Resolution
Techniques
What are some mediation techniques
that help resolve conflict?
Statement Purpose How To Do Example

Summarizing
To review progress; to
pull together ideas to
establish basis for
further discussion
Restate major
ideas expressed
These seem
to be the key
ideas so far.
Validating
To acknowledge
worthiness of the
person
Acknowledge value of
issues; show
appreciation for efforts
and actions
I appreciate your
willingness to
resolve this
matter.
Reality Testing
To create doubt in
ones mind about
a hardened
position
Cite possible
consequences; confront
discrepancies and
unrealistic viewpoints
Have you
thought about
what court costs
might be
involved?
The JCA Mediation Model 1995
Justice Center of Atlanta
The most important thing in
communication is to hear what isn't
being said.

Peter Drucker (1909 - 2005)

Resources
Resources & Links
http://www.gsanetwork.org/resources/pdf/Meeti
ngs.pdf
http://www.reclaiming.org/resources/consensus
/blakey.html
http://web.mit.edu/hr/oed/learn/meetings/art_ba
sics.html
http://web.mit.edu/hr/oed/learn/meetings/art_ag
enda.html
http://www.salary.com/advice/layouthtmls/advl_
display_nocat_Ser265_Par384.html
The JCA Mediation Model 1995, Justice Center
of Atlanta, Inc.

More Resources
Sample agenda links:
http://www.sife.org/united_states/sife_teams/managemen
t_forms/Sample%20Meeting%20Agenda2.doc
http://www.dhi.org/images/PDFforms/SampleAgendagen
eric.pdf
http://web.mit.edu/hr/oed/learn/meetings/agenda.doc
Sample ground rules links:
http://www1.co.snohomish.wa.us/County_Services/Diver
sity_Council/Information/DCInfo_MtgGroundRules.htm
http://www.slostateparks.com/general_park_info/hcp/habi
tats/Rules_of_Procedure.pdf
http://ais.msu.edu/Internal/ProjectMgt/documents/Sample
TeamMeetingGroundRules.pdf