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Defining the frame of the meeting Tutorial

Are your meetings lacking effectiveness? Discover how to transform them with the video "Defining the Frame of the Meeting"! Learn key strategies for setting a clear agenda, optimizing time, and choosing the perfect venue to boost creativity and engagement. Embrace smarter collaboration with expert insights. Don't miss out on enhancing your teamwork!

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here are three questions to frame it.

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What is the plan agenda,

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the method,

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and the venue?

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The meeting plan is the agenda,

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the sequences of this meeting.

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In a study published by Robert Harf,

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39% of employees felt that the lack of effectiveness in

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meetings was due to the absence of an agenda,

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an example of a detailed agenda.

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Did you agree on organizing a team building day?

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The meeting will allow you to think

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about the venue,

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about the date,

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the duration,

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the participants,

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the themes,

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the different sequences,

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the distribution of roles and teams in the preparation until the next follow up.

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You can be even more precise about the framework and time the sequences.

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10 minutes of thinking about where the team building will take place.

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5 minutes on the date,

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5 minutes on the time,

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10 minutes of brainstorming on the themes,

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5 minutes to choose the two most relevant themes,

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5 minutes of brainstorming on each of the themes.

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10 minutes to divide the preparation work and write an action plan together.

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Who does what for the next meeting?

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There,

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in 150 minutes,

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you've launched a project.

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Why set a 1 hour meeting?

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Parkinson's law states that a meeting tends to expand

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so as to fill the time available for its completion.

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The opposite is true.

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The less time you give to the meeting and the more you compress it,

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the more efficient you are at getting to the point.

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It has even been noticed that participants are

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always more creative in the last few minutes

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when the time pressure is at its peak.

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Define the sequences of the meeting

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before the meeting by sectioning the topic in advance.

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You will then save time by proceeding one sequence at a time.

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Do you need to divide together the work of a colleague on leave for one month?

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Predetermine the sequences by having a structure

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ready for the meeting.

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Make a list of the missions that can't wait for the colleague's return.

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Then we see who's competent to do that and that,

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and then

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etc.

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Of course the group could have agreed on the sequences in 5 minutes,

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but 5 minutes times 5 people is wasted time

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when you could have done the sequencing work before the meeting.

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Defining the method means deciding

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how you are going to achieve the objective you have set for yourself.

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Do you need many meetings for this?

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Your objective is to develop a cross-functional approach within the team.

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You may need 4 meetings one,

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a meeting where everyone can express their needs,

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difficulties,

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expectations,

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and ideals to then highlight 10 key points.

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2,

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another one to brainstorm on the good practices to

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be implemented in relation to the 10 key points.

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3,

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another one to draw up a cross functionality charter

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and to obtain the commitments of each person.

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4,

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a last 11 month later to check on successes and failures and to set new commitments.

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Each meeting will have a different format and

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will need different tools and supports slide show,

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flip chart,

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post it,

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music.

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Some will require working in subgroups or pairs during the meeting.

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Others will require real work by the participants beforehand.

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Methods may vary according to the subjects.

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Finally,

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defining the location of the meetings is not without significance.

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Jason Fried states in his book Rework Meet at the

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location of the problem rather than in a meeting room.

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Explain it concretely and suggest concrete changes.

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If you want creativity,

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look for a different place.

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Why not a garden or a cafeteria or a dining room?

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If you want social interaction,

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choose a lively office instead of a neutral meeting room

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or decorate the walls and bring flowers or coffee.

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If you want speech to flow freely and everyone to be engaged,

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push the tables out and get people standing.

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Do walk and talks,

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those outdoor meetings that allow energy to flow.

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These less formal settings will allow for

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less stilted discussions with more open ideas.

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Silicon Valley entrepreneurs like Steve Jobs,

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Facebook's Mark Zuckerberg,

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or Twitter's Jack Dorsey

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are known to be big fans of these walk and talk meetings.

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They are simply picking up on the principles of

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ancient Greek teachers who walked with their students.

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As a reminder,

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setting the framework of a meeting means defining the sequences,

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the method,

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and the place.

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