About this Video

• Video Title: Soft Skills III - Interview with Steve Kaye on Meetings | Episode 022
• Channel: CorneliusFichtner
• Speakers: Cornelius Fichtner, Steve Kaye
• Duration: 01:04:04

Introduction

This podcast episode focuses on soft skills in project management, specifically effective meeting techniques. Cornelius Fichtner interviews Steve Kaye, a consultant and meeting facilitator, to explore how to improve meeting efficiency and productivity. The interview covers various aspects of meeting planning, facilitation, and problem-solving.

Key Takeaways

• Poor Meeting Management is Costly: Inefficient meetings waste significant time and money, especially in large corporations.
• Meetings as Mini-Projects: A well-run meeting should be treated like a project, with a defined goal, plan, and defined outcome.
• The Role of the Meeting Facilitator: A skilled facilitator plans, conducts, and documents meetings, ensuring a productive and respectful environment. They pre-emptively address potential issues by communicating with participants before the meeting.
• Importance of Planning and Structure: Lack of planning is the primary cause of ineffective meetings. A clear goal, agenda, and structured process are crucial for success.
• Addressing Problem Participants: Misbehavior often stems from past success or underlying stress. Creating a fair process and addressing participant concerns proactively mitigates these issues. If a meeting is unproductive, consider adjourning and planning a more focused one.
• Optimal Meeting Length: Meetings should be as short as possible, ideally under an hour. If longer meetings are necessary, breaks are recommended to maintain participant engagement and productivity.

A facilitator would first work with the client to define a clear, shared goal for the meeting. Then, they would develop an agenda outlining the steps to achieve that goal. This might involve various group process steps tailored to the specific problem and the group dynamics. The facilitator would also contact key (and sometimes all) participants beforehand to review the goal and agenda, address concerns, and gather information to better understand the situation and any potential obstacles. This pre-meeting communication helps diffuse tension and allows the facilitator to anticipate challenges. During the meeting, the facilitator would guide the discussion using techniques that ensure fair participation and a focus on solutions.