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The Edge for April 2017

An Exclusive Article for NJ ChamberEdge

NJCPARalphMeeting PA 8274“In our staff meetings, we strive to really listen.”
-- NJCPA CEO and Executive Director, Ralph Thomas (pictured on left)

Meetings can be the bane of office life. But when done right, they are effective ways to brainstorm ideas and get teams on the same page. We asked five New Jersey executives to share their secrets to leading effective meetings. They said: Share the agenda in advance with participants, listen, keep a time limit, don’t tolerate off-topic discussion, get everybody involved, assign tasks clearly and follow-up with a written summary. Of course, end the meetings on time so your team can get back to their desks, or, errr, to their next meeting.

Here’s what the five executives said:

Listen Well

Ralph ThomasAfter the initial greetings (in a meeting), I put my folders, papers and agenda down on the table (to minimize distractions). Quite frankly, listening is undervalued in today’s business world.

In our staff meetings, we strive to really listen to what’s being said. We use a simple, but effective, process: We ask for written status updates to be sent ahead of time. This way, during the meeting, people can ask specific questions, and the rest of the time is spent brainstorming about upcoming issues and projects. Meeting time is not wasted by repeating information. Honing in on what’s important from the start makes it easier for all employees to contribute – from the newest hire to the seasoned professional.

– Ralph Albert Thomas, CEO and executive director, NJCPA

 

Keep a Time Limit

Gary HoranRemember the ‘80/20 rule’ (typically 80 percent of any meeting is unproductive). Keep people focused on the task. Don’t tolerate off-topic discussion. Be sure to set a time limit, and use that time working toward defined goals that are outlined before the meeting begins. Let it be known that those raising concerns or problems should also be prepared to suggest solutions. Conclude meetings by outlining next steps.

– Gary S. Horan, president & CEO, Trinitas Regional Medical Center

 

Start with an Ice-Breaker

Start with an ice-breaker. Non-business dialogue helps you keep tabs on people’s moods and mindsets so you can adjust your approach as needed.

Paul Marden

Keep meetings brief and ask yourself whether agenda items are simply updates, or topics that require a discussion on strategy or execution. Ask participants if they have time constraints and if they need to speak earlier - accommodate them when possible. For recurring staff meetings, ask for people’s input on the date, time and frequency. You may be surprised by the feedback.

Be aware of time. Propose ending discussions on topics that are taking too much time, and recommend taking action on those topics at another meeting or call if necessary.

Start and end meetings five minutes after and before the half hour or hour. People with packed schedules appreciate the opportunity to take care of a pressing item or use the restroom. As a result, they are more engaged during your meetings, and you help avoid wasting other people’s time while waiting for participants who may be late.

Review action steps at the end of the meeting to ensure everyone is on the same page. Thank everyone for their input at the close of the meeting.

– Paul Marden, CEO, UnitedHealthcare of New Jersey

 

Stick to the Agenda

The meeting organizer must establish a goal for the meeting, and create an experience that allows the team to achieve that goal. 

Rose Ann Slawson

The meeting should include:

  • a timed agenda communicated at least 24 hours prior to the meeting.
  • a timely start and finish of the meeting.
  • the appropriate participants.
  • the ability for the group to join in-person and virtually.
  • a note-taker so discussions can be summarized and sent to the group following the meeting.

The meeting organizer must ensure that the group stays on target before, during and after the meeting, and, in some cases, set up a follow-up meeting to dive deeper. There always are action steps to be taken after the meeting. If those steps are not taken, the meeting (ends up being) a waste of time and energy for the group.

– Rose Ann Slawson, office managing partner – Eatontown, CohnReznick

 

Get Everybody Involved

Kevin FriedlanderMake sure everybody is encouraged to ask questions and contribute. You don’t want one or two people dominating the meeting with their thoughts and agendas. The facilitator must make sure the meeting remains on point and everybody gets heard. A meeting should result in groupthink.

It should be defined clearly whether a meeting will result in a project and clearly outlined who will be assigned tasks. This way, people know clearly what they are responsible for and they can report their progress at the next meeting.

Check in at the end of the meeting. Go around the room, by asking whether we accomplished what we set out to accomplish.

– Kevin Friedlander, northeast corporate communications manager, Wells Fargo

 


Interviews and submissions are edited and condensed.

Newsmakers

 

Bernie FlynnNJM Insurance Group President & CEO Bernie Flynn will retire on April 27 after a career at the company that spanned 25 years, including the past 10 as its leader. Mitch Livingston, NJM's COO & General Counsel, has been selected by the Company's Board of Directors to succeed Flynn, becoming only the ninth President in NJM's 104-year history. “Bernie Flynn, in the last decade, could be called the most committed CEO in the state of New Jersey,” said New Jersey Chamber of Commerce CEO Tom Bracken. “He continually gave back to the state, personally and professionally, with the backing of his company.”


Amy Mansue Amy B. Mansue, president of the Southern Region of RWJBarnabas Health, was installed as chair of the Board of the New Jersey Hospital Association, the state’s oldest and largest hospital and healthcare advocacy organization. Mansue also serves as immediate past chair on the NJ Chamber of Commerce’s Board of Directors.


John ZimmermanJohn Zimmerman has been appointed Wells Fargo’s region bank president for the Southern New Jersey region, which includes 66 branches in parts of Ocean, Burlington, Camden, Gloucester and Atlantic counties. Zimmerman, who manages 640 bankers, is based in Moorestown and reports to Northeast Community Bank Lead Region President Larisa Perry.


David SantomDavid Santom was named senior vice president, head of asset management at Peapack Capital, a subsidiary of Peapack-Gladstone Bank. Santom is responsible for all aspects of Asset Management including equipment valuations and reviews, portfolio analyses, end of lease negotiations, equipment inspections and dispositions.


Dr Sandra StrothersDr. Sandra Strothers was named executive director of the New Jersey Chamber of Commerce Foundation's 'Jobs for New Jersey's Graduates' program designed to help at-risk high school students develop the skills they need to flourish in college and in the workplace.


Xfinity StoreComcast announced that it has opened ten Xfinity Stores across the state of New Jersey in less than three years. This milestone is part of Comcast’s strategy to transform the customer experience through the opening of new Xfinity Stores, and create a culture focused on exceeding customers’ expectations. The first Xfinity Store in New Jersey, located in Mount Laurel, opened in March 2015. The tenth Xfinity Store in the state, located in Turnersville, opened in December 2017. Other Xfinity Stores in New Jersey include Cherry Hill, Lawrenceville, Mays Landing, Millville, Rio Grande, Toms River, Union and West Orange.


Greenbaum, Rowe, Smith & Davis LLP announced that Charles J. Wilkes has been named a partner in the firm. Wilkes concentrates his practice on commercial real estate and financing transactions.


Meryl Streep, Debbie Harry from Blondie, Steven Van Zandt of the E Street Band and Buddy "Cake Boss" Valastro are among the inductees for the 2017 class of the New Jersey Hall of Fame. To see full list, click here.