Presentation Review and Planning Session

 
COLLABORATION MODULE #3
 
Planning
Good Meetings
 
An online module developed by Pivot Learning Partners for the
West Contra Costa Unified School District
 
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
 
ABOUT THIS MODULE
 
3
 
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.
 
 
3
 
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?
 
 
3
 
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.
 
 
3
 
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.
 
 
3
 
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
.
 
 
3
 
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.
 
 
3
 
Using a standard template for agendas helps people
know what to expect:
 
 
3
 
 
 
 
 
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?
 
 
3
 
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?
 
 
3
 
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.
 
 
3
 
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!
 
 
3
 
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?
 
 
3
 
Thank You!
Slide Note
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In this presentation review and planning session, the team discusses upcoming professional development sessions, sets priorities, and outlines the focus for the next three sessions. Shirley leads the discussion, reviewing next steps and deciding on key areas of focus. The session covers various items, with time allotted for each agenda item to ensure a productive meeting. The session wraps up with a gratitude slide, thanking everyone for their participation.


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  8. 3 Time Item Process/lead Outcome 3:00 3:20 Upcoming PD sessions Discuss priorities/ Shirley will lead Decide on focus for next three sessions 3:20 3:30 Item #2 3:30 3:40 Item #3 3:40 3:45 Review next steps

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  14. Thank You!

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