Build Your Capacity to Lead Effective and Productive Meetings

A few tools to help keep your
 meeting on-time

A new article has been added to the series - see below...

Want to know how to run a meeting efficiently?
Do you want your meetings to be more productive?
Tired of the same people always hijacking the company meeting?
Interested in strategies for delegating in meetings?

I am writing a series of guides related to facilitation for those who  volunteer or get volunteered to facilitate a meeting or group: Are you

• a volunteer board chair;
• small group leader;
• leading your organization's strategic planning?

Send in your questions or dilemmas and let's develop strategies for you to build facilitation capacity. Looking forward to getting your questions. Your can send them to me in a variety of ways: use the e-mail link on the left, post them in the comments section below or send them to me via LinkedIn or Twitter @KathyStutzman - you pick the medium and let's get your questions answered.

To follow the facilitation series visit: Kathy Stutzman Facilitation Hubs

Dealing with Participants who are Overwhelmed in Meetings
Crafting an Agenda for Successful Meetings

A new article has been added to the series:

Re-framing threats and weaknesses into opportunities

The Power and Responsibility of One

Here's my TEDx HoracePark talk - enjoy!
To View The Power and Responsibility of One at TEDxHoracePark Click Here

TEDx HoracePark, March 1, 2014

The Power and Responsibility of One.

Why patience is the most critical component in successful, sustainable poverty eradication efforts.

By Kathy Stutzman

Before I share with you a new paradigm for eradicating poverty I have a few questions for you…

I’d like you to take a moment to think of a pivotal time in your life, think about the person involved and the essence of what that person said or did that made it a pivotal moment…most people remember a time when someone believed in you more than you believed in yourself…Now I am going to ask you to think about the last time you were that person for someone else…

This new paradigm which was informed and inspired by a think tank I am part of…this new paradigm…gives us plenty of opportunities to believe in someone before they yet believe in themselves.

Now I know we all like to get big returns on our investments, so I am wondering why when we invest in poverty eradication efforts we are so willing to invest in projects instead of people? Why are we so willing to invest in building buildings instead of building skills? This new paradigm offers a sustainable method of investing our capital, our abundant wealth that will yield immeasurable returns.

Lest you think I am not talking to you, let me be clear…I am…the wealth wherever you are, is abundant. When investing our capital, I am talking about more than money; I am talking about developing and maintaining relationships while sharing resources – that’s our social capital. So how do we leverage that social capital, that abundant wealth that you have, that I have…to make a difference in the world?

I was in Ghana, West Africa recently helping to build the capacity of Street Girls Aid, an organization working with the 61,000 street children living, working and sleeping in the streets of Accra. 61,000 street children. That could be pretty overwhelming and instead we leveraged social capital in a way that is making a sustainable difference in the world, making a difference for those children…

I’m also working on a poverty eradication effort in Nicaragua, inspired by economist Jeffrey Sachs who in 2006 challenged us with this - “We are the first generation that not only has the capacity but the responsibility to end extreme poverty”.  Now that’s a challenge that I can get into especially knowing that 43% of the population in Nicaragua lives on less than $2/day. Of course I want to invest in eradicating poverty, but only if I know that my investment will make a meaningful difference…

And that’s where this gets tricky…of course I want to make a difference…but this new model of investing social capital in poverty eradication requires us to be bold and be patient – kind of like hurry up and wait…

I work with a lot of type A people…I might even be one myself…fixers, kind do-gooders who haven’t seen a problem that we can’t fix or solve, and we can McGyver our way out of any situation, sometimes even creating new problems to match our solutions…

And when faced with overwhelming challenges like 61,000 children living in the streets, or half of a country in poverty…it feels much better to be able to see immediate results - we dig wells, we build roads and homes because we can quickly see and measure the outcome of our actions…but to what end our investment?

Be bold... let’s hurry up and make a difference!! Be patient...STOP let’s think about how to do this right…let’s take the time to build relationships and invest in people and that all takes time…why does it take so much time?

Investing in people and relationships is not easy, nor is it a quick fix…actively believing in someone who does not yet believe in themselves takes patience, creating confidence takes practice, and dreaming about the possible infinite opportunities is NOT about fixing,  or problem-solving, or telling, it is about patiently listening and connecting.

In “Bridging the Class Divide” author Linda Stout suggests that people born into generational poverty have limited exposure to options outside of their experience…so when we work to create a framework for visioning, we have to believe in the capacity of all, understanding that not all been exposed to the same opportunities to articulate their dreams, or think about the future…and that takes time…

Last year I was facilitating a focus group in the US with parents in poverty with young children and reached the final question “do you have anything else that you would like to add…” and a young mom in the back jumped up and said “I want everyone to know that just because I am poor does not mean I am stupid”

I keep that mom’s lesson in forefront of my mind at all times. When working to eradicate poverty, we need to humbly remember that the people with whom we are working are the experts, they know best…they are the experts of their realities and so who are we…who am I to impose my own strategic priorities on others???

All we are as investors of social capital are conduits, sharing resources, connecting people, providing opportunities to try and practice new skills and tools and then… we need to get out of the way and let the magic happen …without us.

This may well be the most difficult part for us in this new paradigm of eradicating poverty, yet until we are willing to be detached from the outcome, our efforts will not be sustainable.

It is a beautiful moment - when people gain confidence in their competence, are vested in their work and are realizing their dreams. I have seen it happen time and time again when it all comes together and a community says - we’ve got this, we can do this, we can make this happen…

People, relationships and dreams – that’s the new paradigm.

People, relationships, and dreams – that is where our sustainable investments lie.

As philanthropists with abundant wealth, with tons of social capital at our fingertips…we have within us the power to change the world.  We can invest in building relationships and capacity, we can create opportunities for others to dream and confidently move forward, or we can invest in others who will willingly put their sandals on the streets. The power and responsibility of changing the world lies in our hands…I know how I am investing my social capital…I invite you to consider investing your abundant wealth in people, relationships and dreams. Thank you.

Citations:

“The End of Poverty”, by Jeffrey Sachs

“Bridging the Class Divide”, by Linda Stout

“Census on Street Children in the Greater Accra Region, Ghana” Ghana 2011

“The Community Leadership Handbook” James Krile with Gordon Curphy and Duane R. Lund

The WHO data bank for Nicaragua

Random House Dictionary of the English Language (1981)

Resources:

www.KathyStutzman.blogspot.com

www.csksghana.blogspot.com

Kathy Stutzman TEDx HoraceAustin

BIO

Kathy Stutzman is a world citizen who is passionate about creatively connecting people around the globe. A consummate traveler, she has actively sought to build relationships and connect people around the world and within the United States.  After working in the non-profit sector for more than 25 years she now uses her experience in her consulting practice to build capacity within communities, organizations and businesses facilitating strategic planning and resource and skill development.  Her recent work in Nicaragua and Ghana informs much of her current practice.

An author, she has published 2 e-books; “One Hundred Days of Giving” and “From The Eye of The Hurricane”, publishes several blogs: www.MamaCarusoCooks.blogspot.com, a food and travel site, www.csksghana.blogspot.com, a site about her recent work in Ghana, www.onehundreddaysofgiving.blogspot.com and her professional site: www.KathyStutzman.blogspot.com.

Kathy recently hosted a series of public television shows for KSMQ TV, On Q Latitudes celebrating the cultures, tradition and heritage of people from other countries who live in our communities. Co-owner of Words Unlimited, a professional writing business, Kathy has authored countless articles, grants, and published works. Look for some of her more popular pieces at www.kathystutzman.blogspot.com.

A Rotarian for 23 years and an active community volunteer Kathy has a legacy of making connections, listening and helping make magic as she demonstrates the practice of her talk today. Be bold, be patient and believe in the capacity of others.

Ms. Stutzman received her undergraduate degree from the University of Colorado at Boulder, she has a Master’s Degree in Health and Human Services Administration from St. Mary’s University and a second Master’s degree in Management also from St. Mary’s.

Kathy currently resides in rural Minnesota and is proud of the contributions of her family within the world, her husband, Stan, daughters Alison and Shannon, son-in-law Ben and grandchildren Trillian and Harkr. You can learn more about Kathy’s passions, or to contact her to work with your group or organization visit www.kathystutzman.blogspot.com, on Twitter at @KathyStutzman, e-mail kastutzm@smig.net or find her on Facebook or LinkedIN - she’d love to hear from you.

Facilitation Dilemma - Over-talkers...Strategies for Responding...

I'm listening...

I am currently working on a series of articles on tips and strategies for facilitators and would love to get feedback and ideas from you. Whether you are a trained facilitator, or have been in a group where a facilitator used a skill or tool to create a change in the dynamics - I would love to know. I am interested in hearing it all - the good, the bad and the ugly so that we can all learn to connect more effectively and cooperatively.So the facilitation/group dilemma of the week is: "over-talkers" or long-talkers...you know, the people who believe that they know it all and want to share, and share, and share...

• How have you or have you observed a facilitator effectively put a stop, or halt the person who is prolifically sharing?
• What was effective about the intervention?
• what did you appreciate or not appreciate about how the intervention was carried out?

I have a special thank you gift to the person who submits the most interesting/new strategy for effectively working with over-talkers in groups. Please submit your comment by August 30th to be eligible for the thank you gift. You may submit your comment by:

• adding your comment below: www.KathyStutzman.blogspot.com 
• sending me an e-mail at kastutzm@smig.net
• messaging me on Facebook at: kathy.stutzman.9@facebook.com
• or on Twitter: @KathyStutzman

Be certain to include "Over-talkers" in your subject heading or text and to be included in the contest for the thank you gift, leave your name and contact information

If you want to follow the discussion, please subscribe to this blog and you will get up-to-the-minute updates.

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Sweat the Small Stuff: Drilling Down on Effective Strategies for Collaboration

Bell, coffee cup and juggling cube
handy tools for facilitation

My philosophy around facilitation and building collaboratives is strength-based, asset-focused and grounded in appreciative inquiry - I focus on the positive, the possibilities and opportunities and incorporate five strategies for effective collaboration. This article drills-down on one of those strategies: # 4 Sweat The Small Stuff complete with pointers and implementation strategies so that you can successfully support your collaborative, develop team work, demonstrate respect for all participants and have fun while working together. That is the bottom line, right? We meet in collaboratives because we need to accomplish a common goal, we have a common purpose, but there is no reason we can’t have fun while accomplishing the mission of the group. If you use these pointers to Sweat The Small Stuff you can ensure that members of your collaborative will feel valued, respected and as a result, more engaged.

• Plan, plan, plan: for every hour that your collaborative meets, an equal amount of time needs to be dedicated to planning the meeting. Review notes from the last meeting, contact any person who is making a report, organize the necessary supplies, equipment and technology, ensure that the content for the meeting is relevant and consistent with the collaborative’s requests and needs.
• Prepare an agenda: The agenda should include the date, objective of the meeting, each item that will be covered during the meeting, who will be presenting the topic and a time limit for each item on the agenda. Review the agenda at the beginning of the meeting and come to agreement about the items on the agenda and the time frame allotted. A new business and unfinished business line can handle items that come up during discussions. Despite a growing move toward paperless meetings, I highly suggest that you bring a printed copy for each person attending the meeting. The printed copy serves several purposes: it serves as a contract, an agreement is made when everyone affirms the agenda and a printed copy can be used as a tool to focus the discussion and attention of the group, it also provides a space for people to take notes and write ideas.
• Stick to Your Agenda and Timelines: Of all of the pointers this is the most critical and so it bears repeating - start on time, end on time and move through the agenda using the timeline established and agreed upon by all. Start on time, end on time. Just because an item is listed on the agenda or there are issues open for discussion, the group does not need to come to consensus or agreement about anything until the time is right. Creating opportunities for a topic or issue to be intentionally and thoughtfully revisited gives people room to process information between meetings, creates opportunities for new information to be presented at future meetings and gives space for people to “sit” on an idea or concept. If you have listed 15 minutes (20 is my recommended maximum for one topic at a meeting) call the question at 15 minutes and stay on time. I have a timer and a bell that I use to signify that time is finished for the discussion on any item. If you begin your meetings on time, end them on time and stick to the timeline listed in the agenda - people will attend your meetings. This pointer is all about respect and honoring the time of your participants is the most tangible method of demonstrating your respect for them.
• Set The Stage for Success: Set up the room so it is conducive for your groups’ meeting style, a big circle or U-shaped for highly interactive, round tables for small group discussion, or in a classroom style if there is to be a lot of presentation/lectures. Place name tags, pens, paper and agendas at each seat, and the technology and equipment all in place and ready to go (I use a list of supplies needed so I can check them off before I leave for the meeting). Be ready so you can be on time. I like to feed people, which is a component of setting the stage for success - if people are willing to give you their time freely, the least you can do to thank them is to provide them with a little snack, or lunch if you have the budget; lunch will increase attendance. A little bowl of goodies can go a long way to say thank you.
• Create Opportunities for All to be Heard: It is vital to the health and well being of a collaborative that everyone who takes the time to attend the meeting has an opportunity to share their thoughts and ideas. Realize that people process their thoughts at different speeds means creating alternative options for engaging; have participants write down their thoughts on paper and collect them, have small group discussions and request that they report a common theme to the entire group, assign a writing exercise to be completed by the next meeting - be creative and be certain that everyone has an opportunity to be heard. Creating opportunities for people to be heard is an example of sweating the small stuff, facilitating around difficult people requires different skills and will be the topic of a future article.
• Be Relevant: Placing the objectives or goals of the meeting on the agenda will help keep the group focused. If participants stray from the topic and goals, they need to be re-focused so that the conversation and content remains relevant. Often an issue will arise that is completely off-topic and it can be swiftly moved to new items on the agenda or to a parking lot for future discussion. Staying relevant is important for the participants who came to the meeting to discuss the advertised topic…another respect issue.
• Follow-up and Follow-through: Do what you say you are going to do and hold members of your collaborative to the same expectation. Write down any assignments or expectations that people agree to take on and record those assignments in the meeting minutes, include those assignments in the agenda under reports with the person’s name attached. Send minutes out shortly after the meeting and agendas just before so that each person will have a reminder of what they committed to doing. Conduct orientations for new members of the collaborative and review the minutes and agendas as resources to get newbies up to speed, so when they attend a meeting, they are ready to engage.

Sweating the small stuff in any meeting, but especially when working within collaboratives will ensure that participants will be prepared, feel respected, heard, valued and important. Each strategy builds upon the other and while simple is very effective. So whether you are a facilitator or a participant in a collaborative, bring these pointers to your group, review them and come to consensus about who is going to do what and then enjoy the fruits of your labor. Your collaborative will come alive and be very productive…and you might even have some fun while you are at it.

Healthy, vital collaboratives can solve any problem if you sweat the small stuff and set the stage for success. Collaboratives can gain information and ideas from a well-balanced group of people who bring to the forefront new context, a difference frame from which to look at an issue and can help to get clear about the real problem. Asking the right question to the right group of people in a setting where everyone has a voice.

Do you sweat the small stuff when working with groups of people? Do you have some strategies or pointers to add? I would love to hear about what is working for you!

Kathy Stutzman is a facilitator, trainer and evaluator working with groups and organizations to move ideas, visions and concepts forward. If you would like to contact her to discuss developing a strong collaborative with your group, contact her at kastutzm@smig.net, call at (507) 219-0912, on Twitter at @KathyStutzman or www.kathystutzman.blogspot.com

For a one page “Quick Tips” on effective collaboration visit www.kathystutzman.blogspot.com and request a copy, or send an e-mail to kastutzm@smig.net and put Collaboration Quick Tips in the subject header.

Five Effective Collaboration Tips…and Some Common Errors…

The unexpected awaits

Collaborating with groups can be challenging and as rewarding if managed in a thoughtful and intentional manner, especially if the group is brought together in a true sense of collaboration - to come together around a common problem or idea and to listen, learn and come to consensus about strategies for moving forward. There are five strategies you can employ when bringing together a collaborative of people, and before I elaborate on those, I want to address three common errors that are made when a collaborative is formed;

• The purpose of the collaborative is to gather people to agree on a predetermined outcome;
• The collaborative is made up of all like-minded individuals;
• One of the stakeholders is asked or is assigned the role of facilitator.

 When people are gathered for the sole purpose of validating an already existing response to a problem or idea all of the people on the collaboration are rendered null and void. One of the most vibrant parts of a collaborative is gathering people and asking them their opinions and really listening to them. And why is it important to really listen to a group of people sharing their opinions within a collaborative setting? It is important to help identify the real issue or problem. If the resolution to the problem is already predetermined and all you are looking for is feedback on the resolution, schedule a focus group or listening circle and be genuine about what is needed. Feedback groups will help you identify and drill down on issues related to your idea and will get there faster than convening a collaborative with a false sense of purpose.

Collaboratives that are made up of all like-minded people may have less conflict and come to quicker resolution; however, the resolution will be one-dimensional and may even reinforce the original problem which originated the need for the collaborative. Many of us tend to be conflict-averse and seek others who reinforce our opinions or thoughts and so it is vital that collaboratives have a wide spectrum of people with many frames of reference and context to share. You are gathering in response about something - most of us do not form collaboratives simply because we want to spend more time in meetings - there is a reason your collaborative formed - find people who are impacted by your concern and invite them to the table, invite people who have diverse opinions, and most importantly be genuine is your desire to hear from all points of view - that will create a richness to your collaborative and sustainability to your strategies for action.

The number one common mistake made by many groups when convening a collaborative is to assign someone within the collaborative the role of facilitator. It does not make a difference whether the person is a paid staff or a volunteer, if they are a stakeholder; they lose their voice when they become facilitator. To adequately facilitate a meeting of broad-minded and diverse individuals and solicit wide-ranging opinions, a facilitator must be in the moment and completely present with the group which means disengaging from their own opinions and responses. The facilitator loses their voice and the collaborative loses their valuable input.

My philosophy around facilitation and building collaboratives is strength-based, asset-focused and grounded in appreciative inquiry - I focus on the positive, the possibilities and opportunities. Now that the three most common errors are behind us, I would like to share five effective collaboration quick tips:

1. ·         Identify key stakeholders: Make a list of all of the people, groups and organizations who have something to gain, something to lose and something to contribute to the issue at hand, connect with them and help them identify what is in it for them to participate;
2. ·         Discover what makes the members of the collaborative “tick” what they passionate about: be clear about role and responsibility, what the expectations of each participant is and ask if there are some skills or contributions that they can offer to the group (and then deliver);
3. ·         Collaborate for success - develop a clear purpose and stay focused on that mission;
4. ·         Sweat the small stuff: have an agenda, follow the agenda, be on time, organize content ahead of time so that meetings are interesting and of value, be respectful of the participants’ time;
5. ·         Evaluate:  review successes and evaluate what still needs to be accomplished on a regular basis, be clear about the relevant and meaningful work around which the collaborative is engaged.

Healthy, vital collaboratives can solve any problem if you set the stage for success. Collaboratives can gain information and ideas from a well-balanced group of people who bring to the forefront new context, a difference frame from which to look at an issue and can help to get clear about the real problem. Asking the right question to the right group of people in a setting where everyone has a voice.

Kathy Stutzman is a facilitator, trainer and evaluator working with groups and organizations to move ideas, visions and concepts forward. If you would like to contact her to discuss developing a strong collaborative with your group, contact her at kastutzm@smig.net, call at (507) 219-0912, on Twitter at @KathyStutzman or www.kathystutzman.blogspot.com

For a one page “Quick Tips” on effective collaboration visit www.kathystutzman.blogspot.com and request a copy, or send an e-mail to kastutzm@smig.net and put Collaboration Quick Tips in the subject header.