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Marsha Acker

How to Reignite Your Team Meetings for Success

Previously, we wrote about ‘how to plan and prepare for your next team meeting’ where we outlined post-pandemic meeting formats, and how this shift has affected leadership team meetings and their outcome. 

That article was followed by ‘How to Create Purposeful, Intentional Space for Effective Team Collaboration’ where Hybrid Meetings took the stage where we shared tips for team leads on how to encourage participation in their leadership team meeting! This article was written for those leaders who expressed difficulty getting team members to actively participate in a team meeting.

In this article, we will step into the final phase of learning more about leading team meetings which is ‘how to have true dialogue’.

Before you read on, let’s talk ‘GroundHog Day’ conversations first.

“Groundhog Day conversations are those conversations we are having, over and over without resolution.” 

What patterns might this type of conversation be falling into? How can you change the nature of the conversation by bringing in a different vocal act?”

Let’s find out together!

Read the Room, Change the Outcome 

There are four kinds of conversational action in all of our communication. 

Every sentence or phrase we say can be coded into one of  these four actions that David Kantor calls “speech acts”: 

  1. Move
  2. Follow
  3. Oppose
  4. Bystand 

To be in an effective and productive conversation, we need all four of these to be active and valued in the conversation. A high functioning team dialogues when all four of these are active and individuals are fluid in their ability to voice all of the actions. 

When one or more of these are missing, teams can get stuck and end up in ineffective conversations that are not collaborative. The result is that Groundhog Moment.

kantor 4 model

Common Stuck Patterns to Looks for in Team Meetings

The task of a leader or facilitator is to help a team or group notice its own pattern of interaction using the four action propensities. The next step is to help them change the nature of their discourse, particularly when they get stuck in certain patterns.

common stuck patterns

Fields of Conversation That Groups Experience

The types of conversation that groups experience as they move towards more complex and effective patterns of conversation.

Ways to Prompt a Group Towards a Specific Action

Facilitators or leaders can pose questions to the group to help prompt  a certain action.

kantor 4 model

FOLLOW

  •   Who agrees?
  •     What  do you appreciate about  this?

MOVE

  •   What would you add?
  •   What else might be needed?

OPPOSE

  •   Who sees it differently?
  •     What’s at risk here?

BYSTAND

  •   Where is the group at right now?
  •   What  are you noticing?
  •     What is your experience  right now?

How To Get Started Reading the Room

  1. What are the actions you’re hearing
  2. What’s the pattern that’s showing up?
  3. What action is missing? How can you prompt the group for a new action?

What are the actions you’re hearing?

What’s the pattern that’s showing up?

What action is missing? How can you prompt the group for a new action?


Still Stuck? Check and Read These 4 Resources Next!

  1. Diagnosing and Changing Stuck Patterns in Teams
  2. How Daring to Dialogue Creates a Culture of Agility in Leadership
  3. The Most Effective Approach of Continued Dialogue: It’s Where Change Happens!
  4. How Do Conversations Work? The First Steps to Effective Dialogue 

How to lead a meeting effectively

Leading effective team meetings are essential for achieving success in any organization and a huge part of being effective is overall meeting participation.

By using different leadership team meeting formats and models, such as the David Kantor 4 Player Model of Communication, leaders can reignite team meetings and create a more productive and engaged team environment and encourage active participation.

Having a clear meeting agenda and taking accurate meeting notes are also important for keeping everyone on the same page and ensuring that other team members are accountable for their contributions.

Remember to actively engage team members in the meeting, allowing everyone to share their thoughts and ideas.

Finally, set goals and follow-up on the action items discussed in the leadership meeting, making sure everyone is on the same page and ready for the next meeting. With these tips, your team meetings will become more productive and successful, and your conference room will be a space where ideas are shared, progress is made, and everyone feels empowered to contribute.

The Best of 2021 from the TeamCatapult Blog

Happy New Year!

What a fantastic year 2021 has been for TeamCatapult. The world as we knew it changed in 2020, and changes continued into 2021. We kicked off  the year with a successful Virtual Book Tour for The Art & Science of Facilitation. The incredible guests and fun format for this book tour made the first few months of 2021 fly by!

Our TeamCatapult workshops continued to be virtual as well. Then, as many employees were ordered to come back to their workplace, and others were offered to continue working from home, a permanent change in how we work and how we meet came to be. 

We are seeing the rise of hybrid meetings and permanent work-from-home jobs!

Before we move into 2022, we invite you to take a look back at the most impactful articles of 2021 from the Team Catapult blog.

The Virtual Book Tour: the Art & Science of Facilitation

We started here. After the book tour was completed in February, we were able to share these amazing conversations with our community. 

Book Tour Stop 1
Book Tour Stop 2
Book tour Stop 3
Book tour Stop 4
Book tour Stop 5

The Journey to Masterful Agile Team Coaching: Cohort!

In March we celebrated the completion of the 2020 cohort and looked ahead to the start of a new cohort in May! 

You can read more about what our cohort entails, who it is for, and how we celebrated with this amazing group of leaders here.

Virtual Presentations! 

2021 was a year full of virtual presentations. Several of Marsha’s online conversations and presentations made it right here to the blog. 

An Agile Conversation: The Game of Teams Podcast

Leadership is a Conversation: The Importance of Creating Space for Dialogue

How Collective Intelligence Can Change Culture

How Daring to Dialogue Improves Performance and Create a Culture of Agility

Dialogue… about Daring to Dialogue

We at TeamCatapult are passionate about dialogue. We want you to have real conversations, real dialogue to become better leaders. 

We published a three-part series on our blog this fall on this topic and it’s worth a read if you missed it!

  • How Daring to Dialogue Creates a Culture of Agility in Leadership (Part 1)
  • The Most Effective Approach of Continued Dialogue: It’s Where Change Happens! (Part 2)
  • How Do Conversations Work? The First Steps to Effective Dialogue (Part 3)

How are we putting this into practice in 2022? Keep reading to the last paragraph!

2021 Also Brought Us an Updated TeamCatapult Website!

In case you missed the announcement earlier this month, our TeamCatapult website received a major makeover. You can read all about it here. 

We are thrilled with everything new on the website, but for you, our readers and leaders, we are excited for the new Leadership Journey Resource page! 

What’s Next for TeamCatapult in 2022?

We are excited to announce that we are launching a Podcast in January 2022 as well as a brand new facebook Community! 

Defining Moments of Leaders will be a place for leaders, executives and agile coaches to have dialogue about their own defining moments of leadership. 

The Podcast and Facebook Group are both set to launch in early January – request to join our community today! 

3 Ways our New TeamCatapult Website Will Help You Become a Better Leader

Happy December!

2022 is nearly here, can you believe it?

Most of 2021 is behind us, another memorable year. While 2020 asked us to rethink everything we knew about how and where we worked, how we learned and with whom we socialized, in return 2021 offered us hope and new ways to reconnect. 

TeamCatapult decided early on in 2021 that we were ready for a change as well. For the last few months we worked diligently on creating a new website for you: our clients, blog readers and community.

Our Vision for the New TeamCatapult Website

Our new website was designed with you in mind. We work with clients from all over the world and we recognize that each person looks for something different from a resource like a website.

With that in mind, we concentrated our efforts on several ways this new website design, and most importantly function and information, would enhance your user experience.

TeamCatapult’s mission is to cultivate great leaders and effective teams by accessing collective intelligence.

Our new website will assist the leader in you, in your journey to great leadership, with three major enhancements! 

3 Ways Our Website Will Support You in Your Leadership Journey! 

1 Website Accessibility and Usability

We are thrilled our new website was designed and developed with inclusivity in mind. Leaders come in all shapes and sizes; accessibility in the workplace starts with access for all to your website, long before someone enters your building! 

Based on feedback from you, our community, we focused on the usability of the site and recognized that there were areas we could improve upon. 

Website usability is focused on these 5 core principles:

  • Availability
  • Clarity
  • Recognition
  • Credibility
  • Relevance

We are proud of how the overall user experience has improved.

2 Resources Pages

Leaders need resources. Leaders who are cultivating teams need a lot of resources. While we have often shared resources with our community and will continue to do so, these resources weren’t all in one place or always easy to access for all searching for information on leadership. 

Recognizing that some resources were getting lost, we made sure that as we developed our new website, we developed a cohesive section of ‘Resources’. You’ll see that in the menu bar! 

3 The Leadership Journey

Last but not least, leadership is a journey. The journey looks different for each of us.  We understand that, and we know that staying the course takes commitment, learning, practice and time to enhance your leadership competency and broaden your leadership range. 

Every leader has a different starting point, too and comes from a different background with a varied skill set.  As a tool for you, as a guide for your journey, we developed the Journey pages where, based on your role, and your level of competency, you’ll have quick access to the resources that will support your journey…or fuel a refresher that we often need.

Choose from Facilitator/Scrum Master, Agile Coaches, or Leaders/Executive paths and we drill down to 3 levels: Getting Started, Developing, and Mastering. Give it a try and let us know how it helps…or can we make it better?

On our website, we welcome you to start your leadership journey today.  You can do that in a variety of ways. 

  • Start a conversation with our team
  • Explore our resources
  • Subscribe to our weekly newsletter

In addition, our blog is updated weekly with topics that are relevant to anyone looking to gain knowledge in countless areas of agility, leadership and competency. We’ve enhanced the search feature, as well as ways to filter content by topic and type. Give it a try and see what comes up when you put in one word or a phrase.

Last but not last, all our content and resources point to our amazing workshops and our Coaching Agility From Within Cohort. These are easily accessed from the main menu by selecting ‘Workshops’.

Cheers to 2022 and TeamCatapult

In addition to this amazing website update, we have other exciting news. As we alluded to in the previous paragraph, 2022 will bring you… a leadership podcast! We are thrilled to be bringing stories of leadership to our audience in the form of a new podcast series. Keep an eye on our social media to get updates on our podcast launch!

TeamCatapult is excited for 2022 for so many reasons, and grateful for a year of wonderful new connections and new leaders! 

Please take a moment to click around our site! We’d love to know how you find your user experience enhanced by these changes. 

How to Create Purposeful, Intentional Space for Effective Team Collaboration

In ‘3 Actionable Tips To Plan and Prepare For Your Next Team Meeting’ we touched on what it takes to plan and prepare for team meetings, whether these meetings are in-person, hybrid or virtual. 

Leading and facilitating team meetings takes planning and preparation: check out these 3 tips here.

Today’s topic touches on what it takes to create purposeful, intentional space for effective team collaboration, especially as it pertains to hybrid meetings. 

Challenges with Hybrid Meetings for Participants

For those team members who attend in-person, they:

  • Cannot see and/or hear everyone who is virtual
  • Get caught up in the conversation and forget to acknowledge those who are virtual
  • Are unaware of a separate conversation that emerges in the chat channel
  • Hold back, not wanting to have a better experience than virtual attendees

For those team members who attend virtually, they:

  • Do not feel included, seen, or heard in the conversation. This is the biggest challenge to a hybrid format because many behaviours can create the feeling of separation for those online like:
    • Multiple conversations that happen in the room
    • It being unclear who is speaking
    • The conversation in the room becomes animated but doesn’t online
    • Flip charts are being used and are difficult to see
    • Contributions have to be made through someone in the room, rather than directly from the person
    • Something funny happens in the room but online participants do not see it
  • Create a nested conversation using chat functions, and risk depriving the full group of the contributions and insights
  • Cannot see and/or hear who is speaking, what is being said, or what is written on the walls

Challenges with Hybrid Meetings for Facilitators

For facilitators there is:

  • Complexity. It’s a complex scenario to design and create space for multiple people who will have different experiences that they can see and/or hear, making collaboration difficult, if not impossible.
  • High Cognitive Load. Facilitating in-person meetings already comes with a high degree of complexity and many things to pay attention to. Fully virtual adds a layer of technology and helps people move around the virtual space. Hybrid brings the complexity of both the physical space and virtual space. 

5 Key Principles for Hybrid Planning and Meeting Design

Here are the 5 principles needed to plan and design a successful hybrid meeting.

1. Establish ground rules specifically for hybrid meetings

As the facilitator, you will have some specific requests for participants in order to make the session the most effective. Be sure to share these, along with other logistics and joining information, with participants ahead of time

  • One camera, one mic, one mouse per person
  • Be on camera
  • Be off mute
  • Be prepared to be called on

2. Level the playing field

Those in the room will have more power than those online. Your design should find ways to level the playing field so that everyone can be seen, heard and can contribute equally. 

  • Establish your ground rules
  • Assume that remote participants are not seeing and hearing what is being said and shown in the room and check in on their experience.
  • Use small groups with a trained facilitator to increase the quality of the conversations and help the group stay focused and on task.
  • An alternative to each participant being on a laptop, remote participants could join via tablet and have a buddy in the room. 

NOTE: While hybrid experiences may be necessary and it’s important to make them as great as possible for everyone, consider making everyone remote as the ultimate way to level the playing field.

3 Allow for extra planning and design time

Planning a hybrid meeting will require more time.

General planning and design time guidance are as follows:

  •   In-Person  – 2 x the length of  the meeting
  •   Virtual – 2.5 x times the length of the meeting
  •   Hybrid – 2.5 – 3 x times the length of the meeting.

Factors to include –  technology setup, designing pre-work, envisioning transitions, ensuring EVERYONE can see and hear the same thing. If you are bringing in more facilitators to lead smaller groups, you will need to do some pre-work with them as well.

4 Prioritize the collective conversation

The collective, sense-making conversation is the most important part of any collaborative meeting. Facilitation tools and methods are doorways to different kinds of conversation. They are not meant to be the activity in order to reach a decision; they are meant to give people new and different insights or ways of thinking. 

In any meeting, but especially in hybrid, prioritize the collective conversation over the gathering of data or ideas. Use pre-work or design asynchronous work for the session to gather data or do detailed work that is better suited to one or two people (i.e. wordsmithing a mission statement, estimating the workload, researching facts or data).

Do not waste people’s time. Think about the purpose and desired outcome for the meeting and the type of interaction desired. Prioritize conversations and minimize detailed work in a large group.

  • Carefully consider the conversations needed and think about ways to accomplish them asynchronously prior to the meeting rather than during the meeting.
  • One of the pros of meeting online is that you can design breaks and space for individual work and then bring the group back together at a later time.

5 Change the frame

Create your design so that you vary the frame being used (individual,  small group, large group, written, verbal, drawing, etc.). If you start in a large group then move to a small-group activity and then back to a large group. This shifts the energy in the group and will help people stay engaged. It also helps to level the playing field and give people different ways to get their voice in.

Use small groups to give people time to connect with others and deepen the conversation. Think about how you will divide people up to create varied perspectives in the breakouts. It will be technically easier to pair people in the room with others who are also in the room, and vice-versa for online. But mixing in-person and online in small groups can also be a great way to break down barriers of ‘us vs them’ between participants.

  • High-tech idea: Use a meeting platform like Zoom and have everyone join using their own device. Use the breakout room features.
  • High-tech idea: Have an iPad for each Virtual participant and assign them a ‘buddy’ in the room. The buddy will be responsible for bringing them along to small group breakouts happening in the room. (Be sure to rotate the ’buddy’ role to new people so one person does not become stuck in that role.)
  • Low-tech idea: Ask participants to exchange phone numbers and call one other having a voice-only conversation. Agree on where and how the outcomes of the conversation will be captured and shared with the group.

10 Key Principles for Hybrid Conduct

Last but not least, we want to leave you with 10 key principles for hybrid conduct. 

  1. Help participants ‘see each other
    1. High-tech idea: Send out a circle ahead of the meeting with everyone’s name and picture.
    2. Low—tech idea: At the start of the meeting ask everyone to take a sheet of paper and build their own virtual circle at the start.
  2. Connections before Content
    1. Building connection is one component of fostering trust and creating a space where people feel like they can fully bring their voice into a conversation. 
    2. Start with a check-in that allows people to share something personal about themselves.
  3. Call on People
    1. Ask a question: What ideas do you have for the future?
    2. Say someone’s name: Cindy, would you like to share?
    3. Repeat the question: Cindy, what ideas do you have for the future?
  4. “Nomination” or “Pass the Mic”
    1. In this adaptation, prompt the group to who would like to speak first. Then ask the group to pick the next speaker. 
    2. Share with the group the technique of saying someone’s name and then repeating the question.
  5. Have Two Co-Facilitators
  6. Have a Remote Liaison
    1. This person‘s role is threefold:  
      1. to make sure that  technology does not impede collaboration 
      2. support the facilitators and participants 
      3. navigate technology to ensure that everyone can see and hear the same things and contribute equally to what’s being created.
  7. Ask Participants to be Facilitators
    1. If you are using small group breakouts,  ask for one person in each group to step into the role of facilitator.  
    2. Ask them to be mindful of hearing all voices and not overly driving the conversation. This person should also take responsibility for bringing  the themes and summary of the small group conversation back into the large group.
  8. Hear and Be Heard. See and Be Seen
    1. Design a working agreement with the group and ask them if at any point they do not feel like this is happening, to say so. This includes asking questions if they are not sure what they are supposed to be doing or seeing at the moment. 
    2. As the facilitator you will need to rely on the group to speak up if something does not seem right.
  9. Be Clear and Direct with your Instruction 
    1. Chunk up your instructions, don’t tell them everything all at once
    2. Be specific with what  the task is
    3. Be clear about where and how they should be contributing
    4. Adjust  your instructions for multiple experiences (this will be the challenging  part)
    5.  It will be easy for people to become lost, or confused because they are looking at something different than you are. Always ask “Is there anyone who is not with me?”  or “Is there anyone who is seeing something different?”
  10. Use Virtual Collaboration Whiteboards
    1. Use a virtual whiteboard or collaboration tool (i.e. Lucidspark, Miro, Mural, etc) that allows everyone to see and contribute to the work being created.

What comes next?

Once you’ve planned for a team meeting and have taken all the steps necessary to create a space for effective team collaboration, you need to ‘read the room’. 

Interested in learning more about facilitation?

Read ‘The Art and Science of Facilitation’

TeamCatapult offers several workshops:

Agile Team Facilitation 

Advanced Facilitation

Virtual Facilitation Masterclass

We invite you to reach out to us via concierge@teamcatapult.com if you have any questions about our workshops!

3 Actionable Tips To Plan and Prepare For Your Next Team Meeting

As we look towards a new year coming soon (Hello, 2022!), we can’t help but look back to what 2021 brought us. 

During the early stages of the pandemic in 2020, teams were left scrambling to try working together from quickly thrown-together home offices – and adapt to this new normal of working from home while being part of a team. 

Once 2021 came around and everyone hit their stride, new meeting formats emerged, and dare we say, are here to stay! 

Post-Pandemic Meeting Formats

While these meeting formats aren’t new, they are now seen and used across the board in almost all companies we work with. 

IN-PERSON: means that everyone that is attending the meeting will be located in the same physical space.

HYBRID: means that there will be people attending In-Person and Virtually

VIRTUAL: means that everyone attending the meeting will be connecting online.

The facilitation process for each of these types of meetings starts with planning and designing! One of the most important questions to get an answer to is “Why are we meeting?”

Why Are We Meeting?

The facilitator designs the meeting. A great place to start is by drafting an agenda.

Here are the questions that need answers!

  • What’s the purpose?
  • What are the desired outcomes
  • Who needs to be there?
  • How long?
  • What are the decisions? Who will make them and how will they make them?
  • What degree of facilitation is needed?
  • Could it be an email instead?

3 Actionable Tips to Plan and Prepare for Your Next Team Meeting

Here are three actionable tips to reignite your meetings!

1 Conduct a sponsor interview

Planning a meeting begins by envisioning what will have happened by the end of the meeting that will have made it successful “Start with the end in mind.”

An interview with the meeting sponsor, the person who will benefit from the outcome of the meeting, will help you identify the purpose and style of the meeting you are planning. If it’s more of a ‘tell’ vs ‘ask’ kind of meeting, you might need less design. 

The more interaction, participation and input you are seeking from the group, the more planning and design time will be required. 

2 Determine the type of meeting and degree of facilitation needed

Not every meeting needs a high degree of facilitation planning and design, but every meeting could benefit from someone who is able to step into the role of a facilitator, maintain neutrality and keep the conversation moving. Meetings that benefit greatly from intentional planning and design are meetings where new ideas and decision making are needed.

3 Create an agenda in question format

Most meeting agendas are written in phrases that refer to the topics as a noun like “release plan” or “team picnic” and include a verb in front like “discuss” or “decide”. 

So the agenda might look like this:

  1. Discuss risks
  2. Decide on next release features

Here’s the challenge, how do we know when we’re done ‘discussing’ or when we’re ready to ‘decide’. It’s ambiguous and can be uninviting or confusing to participants.

Instead, view the meeting agenda as an opportunity to invite participants into a space to think together. Help them get warmed up by giving them an agenda in the format of questions to be answered. 

5 Steps to Plan Your Next Team Meeting

Here are 5 steps the facilitator should take to ensure a successful team meeting.

  1. Capture the meeting purpose.
  2. Capture the outcomes.
  3. Identify all the questions the team must answer that will lead to the answer of the meeting purpose and outcomes.
  4. Identify the logical order for the team to answer the questions.
  5. Send the agenda to participants ahead of time. 

It’s imperative the facilitator carries this plan through during the meetings. That means the following:

  1. Display the purpose, outcomes and agenda at the start so everyone can see them. 
  2. Review the meeting’s purpose, outcomes and agenda and answer any questions, if appropriate. Check for alignment from the group and address any issues, like not having the right people in the meeting or people thinking they were coming for a different purpose.

Next, read ‘How to Create Purposeful, Intentional Space for Effective Team Collaboration’ to learn more about facilitating hybrid meetings and download our FREE Facilitation Planning Toolkit! 

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