PowerPoint - WCCUSD.net

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PowerPoint - WCCUSD.net
C O L L A B O R AT I O N M O D U L E # 3
Planning
Good Meetings
An online module developed by Pivot Learning Partners for the
West Contra Costa Unified School District
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ABOUT THIS MODULE
This module is one of a series of six that focus on
the foundational skills and tools for collaboration:
• Setting and Using Norms
• Assigning Roles in Meetings
• Planning Good Meetings
• Making Decisions Collaboratively
• Establishing Goals and Milestones
• Giving and Receiving Feedback
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More about this module
Each module includes
• a PowerPoint presentation
• a two-page Quick Guide on the topic
• one or more tools or templates
• videos of teams at work (not included in some modules).
Individuals or groups can use these modules in flexible
ways, and depending on the group’s choices, they can take
anywhere from 10 minutes to 1 hour to complete.
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When your meetings go wrong, what is usually the
problem?
• Too many agenda items?
• Unclear outcomes?
• Failure to stay on schedule?
• Unclear about whether the item is a discussion, a report, a
decision, or something else?
• Everybody rushes off at the end without being clear about
next steps?
• Other?
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Take a moment
• It is easier to solve problems when we are clear about what
they are! If you are working on this module as a team, take a
moment to brainstorm a list of what goes wrong when your
meetings get off track.
If you are working on this module individually, it is still
worthwhile to make such a list.
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Good news—all of this is fixable!
Good meetings reflect good planning:
• A meeting should have a purpose—a general reason the
specific group of people should be there.
• A meeting should also have outcomes—specific results you
intend to achieve. The meeting outcomes flow from the
outcomes of each agenda item.
• Every agenda item should have an amount of time allocated
to it.
• Every agenda should provide time for the group to review
agreements and next steps.
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Remembering these four key ingredients to a good
meeting solves many problems:
• Purpose: If a meeting doesn’t need to happen, cancel it.
And make sure that everyone who is invited actually needs
to be there.
• Outcomes: Purposes can be general, but outcomes are
specific. Meetings happen to share information, generate
ideas, make decisions, or gather input. Be clear about what
outcome you intend. We recommend that each agenda item
have an outcome.
• Time: If the outcome is clear, allocate enough time to get it
done.
• Agreements and next steps: Record these as you go
along and review them at the end.
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Remember to adopt and review norms and to
assign roles:
• The facilitator creates the agenda.
• The recorder records key points, decisions, or agreements.
• The timekeeper keeps folks on track.
• The process observer keeps an eye on norms and how the
meeting is going and, at the end of the meeting, leads a
discussion about what could go better next time.
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Using a standard template for agendas helps people
know what to expect:
Time
Item
Process/lead
3:00–3:20
Upcoming PD Discuss
sessions
priorities/
Shirley will
lead
3:20–3:30
Item #2
3:30–3:40
Item #3
3:40–3:45
Review next
steps
Outcome
Decide on
focus for next
three sessions
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Discussion
• To learn more about this agenda template, refer to the
Quick Guide on planning meetings, included in this module.
• What is different about this agenda template from others
you may have seen or worked with?
• What problems do you think using this template might solve
for your team?
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Practice activity
• Find the agenda template in the module.
• Work together as a team to develop a draft agenda for an
upcoming meeting. What do you notice about using the
agenda template? What are the hard parts? What benefits
make these worthwhile?
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Don’t forget: even a good meeting can end badly!
• At the end of each meeting, effective teams
• review agreements and next steps
• reflect together on how the meeting went
• have an explicit discussion about to what extent the
team followed their norms.
• Immediately after each meeting, the recorder sends out
• notes on the discussion (if some people missed the
meeting)
• most importantly, agreements, next steps, and
homework.
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Questions to think about
• Review our discussion of what goes wrong when your team
has a less-than-ideal meeting. Which of the tools we’ve
discussed might help?
• What agreements could your team members make with
each other to improve the effectiveness of your meetings? If
you are working on this module as a team, now is a great
time to practice making and recording clear agreements!
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Scenario
• Role Play: Assign roles. Everybody should take on a role
that is different than who they actually are.
What happens next? (five minutes)
• Stop: Now, discuss. What should happen next? Who
needs to change to get there?
Thank You!

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