1.5 - About University

11.1P ROCESS C YCLE: PLANNING E FFECTIVEM EETINGS AND E VENTSThe tool described here has been in use for so long that we could not trace it back to its original creator.When planning a business meeting or an event such as a workshop, management retreat, orconference, leaders usually plan content (e.g., topic areas), but often overlook or inadequatelyplan process (e.g., meeting purpose, outcomes being sought). This oversight can result in inefficient,costly meetings that fail to live up to their potential. People’s time is expensive, so it’sessential that meetings be carefully planned. The payoff is better decisions and greater commitmentto implementing and following through on those decisions. The process cycle is atool for ensuring that these payoffs are realized.T HE PROCESS CYCLEUse this tool to plan and communicate an event of any duration (e.g., a couple of hours, a day,a week). For ease of reading, the word meeting is used here, but could be replaced by seminar orthe name for whatever event you are planning.Process cycle step➊ Purpose(Answers the question,“Why are we having thismeeting?”)➋ Outcomes(Answers the question,“What will we take awayfrom this meeting?”)➌ Steps(Answers the question,“What steps do we needto take to achieve ouroutcomes?”)➍ Capabilities(Answers the question,“Who needs to be at themeeting and what groundrules can we use to guideour actions?”)➎ Feedback(Answers the question,“What evaluation andfollow-through are neededafter the meeting?”)❑❑❑❑❑❑❑❑❑❑❑❑❑❑What you need to doBrainstorm the meeting purposes. Agree on what the purposes are and are not. (Reaching agreementon what the purpose is not helps dispel false expectations and keeps themeeting focused. For example, someone might assume that a decision on a new product lineshould be made at the meeting, when, in reality, the leader or group only wants to focus on amarketing strategy for existing products.)Agree on the top two or three purposes for the meeting.Develop clear (measurable or observable) outcome statements. Outcome statements describe thebenefits that participants and other stakeholders will gain as a result of the meeting. Outcomestatements provide focus and a basis for evaluating the meeting.Brainstorm what needs to happen before, during, and after the meeting to achieve the desiredoutcomes. Don’t worry about sequence at this point.Determine premeeting assignments based on the outcomes being sought, and agree on responsibilitiesfor ensuring that prework is completed.Next, put these steps in sequence. A little fine-tuning, and you now have the event agenda.Who needs to participate in this meeting? Who should not be present? Whose presence is notessential?What attitudes and behaviors do they need to exhibit (e.g., willingness to shareinformation, maintain confidences, take reasonable risks)?What ground rules are needed to ensure effective participation and to discourageunacceptable behaviors, such as belittling others’ ideas?What resources are required to prepare for and conduct this meeting? Who will arrange for theseresources? What administrative requirements need to be looked after (e.g., facility setup)?How will this meeting be evaluated?Who needs to be informed of meeting outcomes?How do we capture our learning as a group?What will we do to continually improve our meetings?336 SECTION 11 TOOLS FOR LEADING MEETINGS