MEETINGS, MEETINGS AND MORE MEETINGS

 

Meetings are necessary to:

• coordinate individual efforts,
• collaborate on joint projects,
• garner support for ideas,
• sell ideas,
• solve problems collectively, and
• make consensus-based decisions.

A meeting is the gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement.  There are good meetings and there are bad meetings.  Bad meetings drone on forever, whereas effective ones leave you energized and feeling that you've really accomplished something.  However, not all meetings are really necessary.

Meetings take up so much of our time because they're actually the best way to make decisions, plan actions, and move the work along.  Meetings seem to be an important part of the working live since it’s supposed to be a place where ideas are laid, discussions are made, choices are discussed, and decisions are made.  Many meetings don't need to be held, and often those that are held are attended by more people than necessary.  Good meetings aren't accidents; they are the result of good planning.

All of us have memories of meetings that seem to last forever and no decisions ever get made.  There’s no magic wand to make every meeting more effective.  Meetings are to help in decision making and planning.  They don't have to be painful.

Chairing a meeting means more than just moving the group through the agenda.  Running meetings is a SKILL, not something you are born knowing how to do.  There are four (4) phases of meeting management:

• Planning (Agenda and goals)
• Setting up (Logistics)
• Running (Chairing/Facilitating)
• Following up (After the meeting ends...)

Phase 1: Planning the meeting

• Decide the goal of the meeting.
• Do your homework!
• Decide who needs to be there.
• Plan with others.
• Good agendas count!

Phase 2: Setting up the meeting

• Start and end on time.
• Sign them in.
• "Pardon me, could you move your elbow?" - Meeting spaces.
• All work and no play is no good! - Have informal time.
• A regular cycle

Phase 3: Running the meeting

• Do introductions.
• Get agreement on agenda and rules.
• Keep the discussion on track.
• Watch the time!
• Summarize what you hear.
• Encourage participation.
• Use the power of your position wisely.
• Develop new leaders by handing over the gavel.

Phase 4: Following up on the meeting

• Gather feedback from the group.
• Make follow-up calls.
• Summarizing the meeting

"The meeting after the meeting" is where people actually get attached to the group and also get their best ideas to bring to the next meeting!  Results are achievable and predictable from well-planned and implemented meetings.  Effective meetings really boil down to three things:

• They achieve the meeting's objective.
• They take up a minimum amount of time.
• They leave participants feeling that a sensible process has been followed.

 

References:

Gillian Kaye, Conducting Effective Meetings, http://ctb.ku.edu/en/tablecontents/sub_section_main_1153.aspx

http://www.amazon.com/Handling-Effective-Meetings-Definitions-Practices/dp/1743047797

Running Effective Meetings: Establishing an Objective and Sticking to It, http://www.mindtools.com/CommSkll/RunningMeetings.htm

Susan M. Heathfield, Effective Meetings Produce Results, http://humanresources.about.com/od/meetingmanagement/a/meetings_work.htm

Marlene K. Rebori, Community and Organizational Development SpecialistHOW TO ORGANIZE AND RUN EFFECTIVE MEETINGS, http://www.unce.unr.edu/publications/files/cd/other/fs9729.pdf