Facilitating an Effective Meeting. Kristi Folse Wade Lester QCIP Team

Transcription

1 Facilitating an Effective Meeting Kristi Folse Wade Lester QCIP Team

2 Meetings Eliminate Generate Stimulate Clarify Define Solve Disseminate

3 Today s Topics Planning Opening a meeting Handling a meeting Concluding a meeting Evaluating

4 Begin By: Stating purpose Selecting participants Selecting location Informing participants Developing agenda

5 Types of Meetings Information-giving Information-taking Problem-solving

6 Five Steps to Problem-Solving Identify Analyze Suggest Evaluate Select

7 Be Sure to Tell Them Date, time, place Purpose and desired outcome What to bring What is expected Meeting length Special arrangements

8 Productive Meetings Establish friendly atmosphere Start on time Bring everyone up to date Open with attention-getter

9 Productive Meetings Introduce situation / problem State purpose Welcome everyone Establish discussion method

10 Poise Sensitivity Impartiality Tact A sense of humor Good judgment Good listening skills Qualities of Meeting Leaders

11 Proven Discussion Techniques Get everyone participating Promote open atmosphere Summarize Use transitions

12 Ask questions Test solutions Keep on track Work for consensus Plan future action Proven Discussion Techniques

13 Wrap Up! Indicate time Briefly review problem Summarize progress Emphasize agreements Inform Thank

14 Evaluation Sources You An observer Participants

15 Questions?

16 Don t Sweat it, SWOT it: Learn a Tool to Help Strategize, Brainstorm and Evaluate Lisa Leonard Indira Parrales QCIP Team

17 What is a SWOT Analysis? Strengths Weaknesses Opportunities Threats

18 Overview A tool that helps to identify internal and external factors which affect performance Pinpoints areas of change and growth

19 When can you use a SWOT? Implementation Identifying inefficiencies and gaps Addressing individual issues Discovering opportunities

20 Let s Explore the SWOT Matrix

21 SWOT Matrix

22 Strengths What are you doing right? What is working well? What is yielding positive results? What advantages are offered?

23 Weaknesses What improvements are needed? What stumbling blocks are you encountering? Are there any gaps and/or inefficiencies?

24 Opportunities Are there potential partners you can engage? What new services can you provide? What can we do better?

25 Threats What are the more obvious obstacles both actual and potential? What trends could wipe out the need for the process or service? What events could damage, bypass or restrict service or process?

26 Conduct a SWOT

27 Preparation Choose a facilitator Select a neutral location Bring supplies (suggested: flip chart, post-it notes, markers, etc.)

28 SWOT Analysis Activities

29 Challenges & Solutions Challenge: Mistrust Solution: Assure anonymity Involve a third party or someone that can be unbiased to lead the SWOT Challenges: May easily turn into a gripe session Solution: Stay on topic

30 Let s do a SWOT!

31 SWOT Matrix

32 Questions?

33 Operation 57 Introduction Sherry Morton Denny Silvio QCIP

34 Key Facts Approximately 35% of our workforce is eligible to retire within 5 years Newly implemented LaGov system Increased use of contractors/vendors for projects and administrative support Continued push for streamlining of activities and consolidation of functions

35 What s In a Name?

36 Review all 57 sections of the department and identify what is needed to achieve and sustain peak performance. Operation 57

37 Goals of Operation 57 Work with each section to gather information about: Their role within DOTD Responsibilities and work processes The status and condition of their facilities and equipment What changes could improve their efficiency

38 Methodology One section/district at a time Gathered information (via the SharePoint Application) Conducted SWOTs with section/district staff

39 Information Gathering Administrative People Facilities Efficiencies Maintenance Financial Controls Inventory

40 SWOTs Sections Number of SWOTs varied per section All staff-level employees were invited to participate, when possible Excluded upper management Districts Two in-person SWOTs per district Participants were randomly selected Electronic SWOTs offered to all others

41 Results Operation 57 results were reported to all participants, Section/District leadership, Executive Leadership Final Operation 57 report, which included the following: Key Facts Observations and Recommendations Appendices

42 How did we define success? We have developed a comprehensive list of potential improvements/ opportunities throughout the department

43 Operation 57: Results, Lessons Learned, and Future Sherry Morton Denny Silvio QCIP Team

44 Two Data Sources SharePoint Application SWOT Sessions

45 Data Analysis Question 8: Has your section implemented a formal succession plan and submitted the documentation to Human Resources? Yes No SUMMARY OF RESPONSES PER PROGRAM:

46 Strengths Department 87% 78% 49% 49% 43% 30% 27% Teamwork Quality Staff Leadearship Quality Work Public Service Communication Other

47 Top 12 Issues Identified 83% 68% 64% 64% Staffing Funding 58% 58% 56% Communication LaGov/Tech 49% Training 42% 39% 36% Pay/Benefits Poor Equipment/Facilities Outsourcing Politics Processes 21% Leadership Advancement Opportunities

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50 Lessons Learned

51 Lessons Learned SharePoint Application SWOT Sessions Overall

52 The Future of Operation 57

53 What s Next? QCIP is moving forward with a follow up on actionable items Utilizing input from select users and leveraging experience gained from original effort, refine the application and questions appropriately to enhance the next round of data collection