The Art of Herding Cats:
How to Run Effective Meetings that are
Productive and that all Enjoy
Uniformed Services University of the Health Sciences
October 11, 2011
Ted Epperly, MD, FAAFP
Program Director and CEO,
Family Medicine Residency of Idaho – Boise, Idaho
Clinical Professor of Family and Community Medicine
University of Washington School of Medicine
Past President and Past Chairman of the Board
American Academy of Family Physicians
Objectives
1.
2.
3.
List the five phases of a meeting.
Recite what animal the leader of the
meeting should not be.
State five of eight items that are
good rules of leadership during a
meeting.
Herding Cats
Start with the End in Mind
Five Phases of a Meeting
1.
2.
3.
4.
5.
Pre-Meeting
Starting the
meeting
The meeting
Ending the
meeting
Post-Meeting
Pre-Meeting
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Preparation, preparation, preparation!
Communicate with key people
Organized / Clear Agenda
Action Items vs. Discussion Items vs.
Information Items
Anticipate Ticklish Issues
Understand the Politics
Review Strategic Plan / Work Plan
Starting the Meeting
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Start on Time
Welcome!
Introductions
Inspire!
Clarify the Ground
Rules
– Who Motions / Who
Votes
– The Queue
– Discussion Time
– Be in Charge

Set the Tone
The Meeting
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Preview the Agenda
Clarify Informational
vs. Action Items
Discussions and
Motions
Conductor and Chef
Remember its about
the team and not
about you.
Process vs. Content
The Meeting, cont’d.
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Keep it Moving
Watch Time
Extraction Process
Keep it Fun
Be Flexible
Ensure Voices are
Heard
The Art of Breaks
The Meeting, cont’d.
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Summarize / Clarify
Sensitivity to Issues
Neutral / Represent
All
Delegation
Use of Committees
/Sub-Committees
Ending the Meeting
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Final Comments
Thank People
Liberally
Summarize Actions
Inspire!
Next Meeting
End on Time
Post-Meeting
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Debrief with Key People
Prioritize “To Do” List
Ensure People are on Track to Get
Things Done
Help with Work
Member – Member Contact /
Accountability
The “Longer it Sits the Longer it Sits”
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Do it Again at the Next Meeting
Consistency is Important

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Reflect on what went well and what
didn’t.
What are the lessons learned?
“To grow is to change and
to improve is to have
changed often.”
“That that does not kill
you makes you stronger.”
“All of us are smarter
than any of us!”
The Leader
as seen by…
The Other
Team
Members
The Leader
as seen by…
Themselves
Then there are the
“Higher Ups”…
Helpful Hints /
Lessons Learned
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Have Fun with This!
Opportunity – To Make Things Happen
Sensitivity to Your Group
Smile
Use Humor Liberally
and Often
Can’t Be All Things to
All People
Helpful Hints /
Lessons Learned, cont’d.

Take the High Road
– Integrity
– What’s Right for the Academy /
Commission / Your Group
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Work as a Team / Synergy
Use Questions vs. Direct Confrontation
Not Everyone will Agree
Role Modeling / Teaching
What the leader of the
meeting should NOT be!
What the leader of the
meeting should NOT be!
What the leader of the
meeting should NOT be!
What the leader of the
meeting SHOULD be!
Rules of Leadership
During a Meeting
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Develop & Communicate Strong Beliefs
Be Optimistic
Be Courageous
Be Ethical
Prepare Relentlessly
Understand Teamwork
Be a Good Communicator
Have a Sense of Humor
Conclusion
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Remember, it’s about the Team not You
Five Phases of a Meeting
1.
2.
3.
4.
5.
Pre-Meeting
Starting the Meeting
The Meeting
Ending the Meeting
Post-Meeting
Prepare, Prepare, Prepare
Be in Charge / Set Rules / Be Flexible
Stay on Time
Keep it Moving
Have Fun
Thank People
Questions