The Art of Meeting
Catherine R Lucey MD
Professor of Medicine
Vice Dean for Education
UCSF School of Medicine
UCSF Education
Showcase
3/31/15
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As we get started, reflect and discuss with a
partner
The best (most enjoyable, most satisfying, most value
added) single meeting experience you have had…
The best (most enjoyable, most satisfying, most value
added) committee process you have participated in…
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Today’s Focus
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Today’s Examples
You have been asked to lead a working group to
establish expectations for teaching for all faculty in the
UCSF School of Medicine.
You have been asked to lead a task force to address
the problem of the impact of the Bay Area housing
market on recruitment of UCSF students and residents.
You have been tasked to implement holistic review in
residency programs to stop the use of step 1 scores as
a screening tool for residency applicants.
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Leaders work to uncover the talent within an
organization to solve complex problems
• Investigate the current
reality
• Nurture an ideal vision
• Highlight the gap
• Build the community to
do the work
• Uncover the wisdom
from within to solve the
problem
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Meetings can be a Leader’s Best Tool
Give Information
Solve Problems
Seize Opportunities
Build Relationships
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Tuckman’s Organizational Model of Team Development
Accelerate
Collaborate
Perform
Compete
Norm
Meet
Storm
Form
The role of the team leader
is to guide the team
through these steps to
achieve their goals.
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Participatory Leadership
Performing
The Leader’s
Role and Style
Should
Change as the
Team Matures
Norming
Storming
Forming
Directive Leadership
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The Planning-Action Equation
Instinct
Ideal
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Forming Team
Task Setting
Performing Team
Goal Setting
Information
Sharing
Information
Synthesis
Problem
Identification
Problem
Solving
Assignments by
Degree
Assignments by
Competency
Respectful
Interdependent
Planning Strategies
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Forming
Performing
Assigned Roles
Monitor Self
Emerging Roles
Monitor Others
Tactical
Communication
Strategic
Communication
Responds to
Leader
Willing to Lead
Action Strategies
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Tuckman’s Organizational Model of Team Development
Accelerate
Collaborate
Perform
Compete
Norm
Meet
Storm
Form
The role of the team leader
is to guide the team
through these steps to
achieve their goals.
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Conflict is Inevitable when solving
Complex Adaptive Problems
Many
Experts
Purpose
Driven
Work
Many
Options
Dispersed
Information
Conflict
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Lack of Conflict is just as bad as
Too Much Conflict
Zone of
Creative
Tension
Succeed
Fail
Zone of
Superficial
Congeniality
War
Zone
Conflict
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High Stakes
The
Importance
of Process
Controversy
Complexity
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Preparing for Success: Forming
Goal:
Bring the right
people together to
develop a shared
mental model of
what they are trying
to achieve and how
they will work
together.
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The Leader’s Tool for Successful Forming:
A Charter
Context
Mission and Objectives
Authority and Boundaries
Resources
Members and Roles
Decision Making Strategies and Rules
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Group Exercise 1
For your assigned committee, draft the following
elements for your initial Charter:
Context
Mission and Objectives
Authority and Boundaries
Resources
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Choosing Your Team Members
Know your Culture
Representative vs
Competency Based
Know your
Stakeholders
Involved
Impacted
Interested
In another
world
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Plan for a Mix of Skills and Styles You Need
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Exercise #2: Pick Your Team
Bronze Medal:
20 people
Silver Medal:
15 people
Gold Medal*:
7 people
* How will you make all feel
included?
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Bronze Level Meeting Ground Rules
Meeting Frequency
Meeting Attendance Expectations
Meeting Preparation
Meeting Hygiene
distractions
deliberations
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Silver Level Meeting Ground Rules
How will we make decisions?
If vote: simple majority, super majority?
Consensus?
What if we can’t decide?
Minority Report?
Defer to leader?
Table?
How will we communicate outside of the room?
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Gold Level Meeting Ground Rules
Establish Guiding Principles against which ideas will be
vetted.
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Exercise 3: Ground Rules
Continue your work on your charter, choosing
Silver Level Meeting Ground Rules:
Decision Making Process, Contingency Planning,
Communication about process
Gold Level Meeting Ground Rules:
Identify 4 guiding principles
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Running the Meeting
The role of the leader is to help your
team make difficult decisions while
maintaining or even strengthening their
relationships.
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Strategies
• Even Playing Field
• Check ins
• Universal Participation
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Leadership Trouble Shooting
Underparticipating Individuals
Distracted Individuals
Domineering Individuals
Tangential Individuals
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Preparing for Storming:
Why Does it Occur? What is the Benefit?
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30 1990
Chris Argyris
Change in Academic Medical
Centers: Uniquely Complicated
AMC and
Higher
Education
are
notoriously
“loosely
coupled.”
Expert
Expert
Expert
Expert
Expert
Expert
Expert
Expert
Expert
Expert
Expert
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Gilmore T et al. Challenges of Leading and Planning in Higher Education. CFAR 1999
Death Valley or Cocoon?
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http://www.emeraldinsight.com/journals.htm?articleid=1411137&show=html
The Role of The Leader In Storm Preparation
Advance Work: Know your people and prepare them to
weather the storm
During the Storm: Manage the Conversation to optimize
learning
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Inquiry and Advocacy Nuances
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Larcher B. Horizons Spring 2007
Norming and Performing
The leader can move towards participatory but keeps
an eye out for mission creep or waning enthusiasm
Others can be counted on to maintain rules and
strategies
The group self monitors and supports one another
Problems are met with solutions
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Final Step: Adjourning
Reflect on how far you have come
Celebrate the contributions of all: specifically if possible
Be grateful for your colleagues.
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