Index
accomplishments in meetings, value of, 117
acknowledgments of participant contributions, 117–118
agenda
effective, 25–31
mapping to goals, 23
purpose of, 25
reviewing and modifying, 30
sample, 199–203
setting, 7–8
sharing before meeting, 110
for virtual meetings, 129, 152–153
agenda items
alignment on, 111, 116–117, 120
checking for completion of, 116
ground rules for, 60–61
leadership responsibility for, 29–30
process for addressing, 28–29
proper setup for, 110
as questions, 26–27
selecting topics for, 26
for standing meetings, 156
time allotted to, 43–46
time estimates for, 28
anonymous polls, use of in meetings, 55
attendance, criteria for, 87–92
attendees
choosing, 47–49
cutting off, during meetings, 67–69
feedback from, 121–122
interjections by, 93–96
at leadership summits, 177–178, 188–191
meeting objectives and, 23
number of, 47–49
silence by, as agreement, 53–56
See also participants
audience response systems, 185–187
back channels, 216. See also digital tools for meetings
board meetings, 22. See also types of meetings
body language, reading and using, 2, 81
as ineffective leader, 107–112
supporting, 108–109
boundary setting, 103. See also interventions for bad meetings
breakout groups, 179–182
calendars, 212. See also scheduling meetings
Calendly, 212. See also digital tools for meetings
calmness, during interruptions, 79
cancelling meetings, 156
checklists
follow-up, 205–206
preparation, 197–198
closing a meeting, 115–118, 119–123
collaborative problem solving, 137–138
commitments, on next steps, 117, 120
communication
e-mail, 13
styles, across cultures, 144–145
tools, 213–217
top-down, 183–184
two-way, 13
communication points, 120–121
conducting meetings, 53–83, 127–133, 137–140, 143–149, 156, 160–161, 178–191
conference calls, 13. See also types of meetings
conflicts, managing, 147
confusion, overcoming, 95–96, 97–98
consensus, group, 64–65. See also decision-making meetings
continuous improvement process, 30–31
control, regaining, of meeting, 77–83
convenience meetings, 16–17. See also types of meetings
conversations
casual, 128
cutting off, during meetings, 67–69
designing, 115–116
ending, 115–118
versus meetings, 15–16 (see also types of meetings)
one-to-one, 81–83
real-time, 13
in virtual meetings, managing, 131–133
water cooler, 140–141
cross-cultural meetings, 143–149, 151–153. See also types of meetings
cultural differences, 144–145, 147–149
cultural sensitivity, 144–145
cutting people off during meetings, 67–69. See also conversations
decision makers, 48, 61, 99–100
decision making
group, 63–66
by leader, 65–66
as meeting purpose, 27–28
decision-making meetings, 17–18. See also types of meetings
decisions, confirming key, 120
decision-supporting meetings, 17–18. See also types of meetings
decision tree, on whether to hold a meeting, 11–14
declining meeting invitations, 87–92
derailed meetings, 71–75, 77–83
Desks Near Me, 212–213. See also digital tools for meetings
devices, banning during meetings, 3–4. See also interruptions, managing
digital tools for meetings, 211–217
disagreement
in multicultural teams, 147
stating your, 95
discussion, facilitating. See conducting meetings; conversations
distractions, managing, 3–4, 38, 41
Doodle, 212. See also digital tools for meetings
duration of meetings. See scheduling meetings
8-18-1800 rule, 49. See also participants, number of
ending a meeting. See closing a meeting
evaluation of meeting, 30–31. See also feedback
Evernote, 213, 215. See also digital tools for meetings
examples and samples
agenda, 199–203
follow-up checklist, 205–206
follow-up memo, 207–209
preparation checklist, 197–198
executive team meetings, 22. See also types of meetings
expectations
group, 102
setting, 146
face-to-face communication, 13–14, 128–129
facilitating discussions. See conducting meetings; conversations
feedback, 121–122, 148–149, 193
50-minute meetings, 35–36. See also scheduling meetings
flexibility in cross-cultural meetings, 148
focus, lack of, 99–100
checklist for, 205–206
sample memo for, 208–209
formality meetings, 17. See also types of meetings
“Give and Get” exercise, 188–189
global meetings, 151–153. See also types of meetings
goals, for meeting, 19–24, 27–28, 33–34, 174–175
GoodReader, 214. See also digital tools for meetings
Google, 212. See also digital tools for meetings
Google Docs, 98, 213. See also digital tools for meetings
group consensus, 64–65
group decision making, 27–28, 63–66
group discussions, 56
group problem solving, 137–138
group work sessions, 16. See also types of meetings
guidelines. See ground rules
gut instincts, 103–104. See also interventions for bad meetings
heat mapping topics, 55–56
hell, meetings from, interventions for, 97–100. See also interventions for bad meetings
high-stakes meetings, 18. See also types of meetings
ideas, speaking up with, 94
ineffective meeting leadership, 107–112
information dissemination, 16–17. See also types of meetings
interjections, 93–96
interruptions, managing, 60, 77–83
interventions for bad meetings, 97–112
invitations, declining, 87–92
jellyfish rule, 68–69
Join.me, 215–216. See also digital tools for meetings
language barriers. See communication; global meetings
large meetings, challenge of, 2–3. See also attendees, number of
leader’s choice, 65–66. See also decision-making meetings
leaders, ineffective, 107–112
leadership
of cross-cultural meetings, 143–149
of standing meetings, 156
of virtual meetings, 131–133
leadership conferences and goal setting, 23
leadership summits, 167–196
breakout groups in, 179–182
commitments made at, 192–193
engaging participants before, 177–178
execution of, 178–191
feedback on, 193
flexibility in, 182–183
follow-up after, 191–193
idea flow during, 188–191, 193
input from conference attendees at, 184–188
objectives for, 174–177
orientation webcasts, 178
pace and rhythm of, 178–179
preparation for, 169–178, 194–195
presentations at, 176–179
Q&A sessions in, 183–184
role assignment for, 170–174
take-home materials for, 192
top-down communication and, 183–184
See also types of meetings
length, of meeting, 4–5. See also scheduling meetings
Liquidspace, 212–213. See also digital tools for meetings
location, for meeting, 24
majority vote, 65. See also decision-making meetings
materials. See pre-reads
meetings from hell, interventions for, 97–100. See also interventions for bad meetings
meetings that drag, interventions for, 101–105. See also interventions for bad meetings
Microsoft Outlook, 36. See also scheduling meetings
mind mapping, 214. See also digital tools for meetings
MindMeister, 214. See also digital tools for meetings
mobile devices, banning during meetings, 3–4
moderation. See conducting meetings
multicultural meetings, 143–149, 151–153. See also types of meetings
multitasking, 3, 41, 60, 139. See also ground rules
need to meet, assessing. See decision tree, on whether to hold a meeting; attendance, criteria for
nonverbal communication, 81. See also interventions for bad meetings
note taking, 98–99, 213, 215. See also digital tools for meetings
notes, follow-up, 111, 117, 120, 140–141, 191–193, 208–209
objectives, 19–24, 33–34, 174–177. See also goals, for meeting
off-topic discussions, 67–69, 71–75, 77–83, 104, 111
one-to-one conversations, 81–83
outcomes, summarizing, 104–105, 215. See also follow-up
participants
acknowledgment of, 117–118
affecting experience of other, 111
calling on, 6
checking in with, in virtual meetings, 140
choosing, 47–49
cutting off, during meetings, 67–69
input from, 78–79
interruptions by, 77–83
at leadership summits, 177–178, 188–191
off-track comments by, 71–75
preparation for meetings, 29
relationship building among, 127–129, 146–147
silence by, as agreement, 53–56
tasks for, 139
See also attendees
participation, 6
broad, 110
declining meeting invitations, 87–92
interjections, 93–96
in virtual meetings, 130, 131–133, 138
phone calls, 13. See also types of meetings
planning meetings. See preparation
playing dumb, 97–98. See also interventions for bad meetings
plus delta evaluations, 30–31. See also feedback
polling technology, 185–187. See also digital tools for meetings
Popplet, 214–215. See also digital tools for meetings
preparation
checklist, 197–198
lack of, 99
for leadership summits, 169–178, 194–195
for meetings, 29, 40, 103, 128–130, 136–137, 197–198
for virtual meetings, 129–130, 136–137
problematic behavior, managing, 77–83
problem solving, collaborative, 137–138. See also types of meetings
purpose of meeting, clarifying, 33–34, 72–74, 156. See also goals
questions
agenda items as, 26–27
asking difficult, 104
to evaluate meetings, 30–31
reading materials. See pre-reads
recurring meetings. See standing meetings
regularly scheduled meetings, 155–156. See also types of meetings
relationship building
in multicultural teams, 146–147
in virtual teams, 127–129
restatement of topics, 104. See also interventions for bad meetings
rewards and cultural differences, 148–149
rules. See ground rules
session feedback, 121–122
scheduling meetings, 4–5, 35–36, 37–41, 151–152. See also time management
shared visuals, 98–99. See also interventions for bad meetings
shot clocks, 43–46. See also time management
silence during meetings, 53–56
sit-downs, one-on-one, 82–83
size of meeting, 2–3. See also attendees, number of
small group discussions and participation, 56
social meetings, 17. See also types of meetings
standing meetings, 155–156. See also types of meetings
stand-up meetings, 5–6, 163–166. See also types of meetings
status updates, 136–137. See also types of meetings
SubEthaEdit, 213. See also digital tools for meetings
talking points, 120–121. See also follow-up
tangents, 104. See also interventions for bad meetings
TapeACall, 216. See also digital tools for meetings
TaskClone, 215. See also digital tools for meetings
30-minute meetings, 37–41. See also scheduling meetings
time management, 4–5, 28, 35–36, 37–41, 43–46, 129–130. See also scheduling meetings
time zones, 151–152
tools. See digital tools for meetings
top-down communication, 183–184
types of meetings, 15–18, 125–196
unproductive meetings, 97–100
value of meeting, assessing, 88
video conferencing, 13, 136, 139
virtual meetings
banning multitasking during, 139
checking in with participants, 140
follow-up after, 140–141
global, 151–153
leadership of, 131–133
participation during, 130, 131–133, 138
preparation for, 129–130, 136–137
pressing mute during, 138–139
relationship building for, 127–129
time for, 129–130
tools for, 215–217
value of, 135
See also types of meetings
walking meetings, 157–162. See also types of meetings
water cooler conversations, 140–141
weekly meetings, goals for, 21–22
wrap-up discussions, 119–123
Yoda, 140. See also participants