Meetings are not new to the workplace, most organizations have plenty
of them! However, despite the frequency with which we attend and
participate in meetings, few meetings tend to be well run. A common
complaint within most organizations is that the majority of meetings
seem to be a waste of time. If practice is the precursor to skill development, then shouldn't the
very fact we are constantly being called into meetings mean that we
have all logged enough 'practice' meeting hours that we should have
passed the proficiency level long ago? If sheer number of hours
sitting in boardrooms counted as practice - then yes! However, few of
us, regardless of the number of meetings attended thus far in our
careers, have had the opportunity to participate in truly well run,
effective and efficient meetings. You would certainly know when you
had or indeed, 'if' you had. Unfortunately, most organizations tend to fall for the erroneous
assumption that running effective meetings does not require specific
skill development and therefore fail to give adequate direction,
training or support. It is left to us to determine what makes a
meeting effective, efficient and successful, and to start implementing
those practices. Hopefully, others will soon follow suit, making our
lives easier and our time in meetings more worthwhile. The following steps have been found to be those that are absolutely
key to increasing the effectiveness of your meetings. Although other
elements could be added, the following are the foundational elements
contained within all effective meetings. 10 Steps... 1. Identify the purpose of the meeting. This step addresses the
critical question - "Is there really a need to hold a meeting?" 2. Choose your Attendees. Consider inviting those that have experience
in the topic under question, those that are involved in the process in
some way or those that have a vested interest in the outcome of the
resolution of the issue. Otherwise, considering leaving them off your
list! 3. Determine your Desired Outcomes. This step asks you to consider the
end state, the desired results of the meeting. What do you want to
accomplish in the time you have together? 4. Type of Meeting. Different meetings need different types of
conversations. Think about your desired outcomes and therefore the
type of meeting you are proposing having. Are you looking to share
information, to brainstorm new solutions and possibilities or to make
a decision? 5. Develop an Agenda. Each meeting must have an agenda. It serves as a
road map of what is to be shared, discussed and decided upon,
providing attendees with an understanding of what their involvement in
the process is likely to be. Distributing the agenda prior to the
meeting itself allows attendees the opportunity to prepare their
contribution prior to attending. 6. Roles Required. There are a number of different roles that you may
choose to assign to attendees to ensure that your meeting runs
smoothly. It will be up to you to determine what roles would prove to
be beneficial for the group, given your objective(s) for the meeting.
Roles could include: facilitator, secondary facilitators, recorder,
time-keeper, presenters, process guides, etc. 7. Agree on the Ground Rules. Gaining agreement on some basic meeting
ground rules and etiquette can add to the creation of a positive
meeting environment. Setting some guidelines up-front can serve to
establish accountability and reduce members' frustrations with one
another. 8. Establish Decision-making Processes. Ensure that attendees
understand how decisions are to be made, for every agenda item
requiring a decision, prior to the discussion. Attendees have the
right to know and understand the parameters of their involvement in
the decision-making process. Are they simply providing input to a
decision that will be made higher up or are they going to be actively
looking to achieve consensus with the other meeting participants? 9. Clarify Next Steps and Assignments. Before you close any meeting,
you need to take the time to review the agreements that have been
made, the action steps that have been determined and who has assumed
responsibility for moving them forward. This step enables you to
confirm everyone's commitment to the established route and action
steps. 10. Evaluation of Meeting Effectiveness. This final step in the
process is your way to determine how each of the attendees felt about
the meeting. You can make this as formal or informal a component as
you choose, but don't overlook determining what worked for the
attendees and what didn't. Think of this as your personal feedback
tool, ensuring that you continue to refine your meeting management
skills.
of them! However, despite the frequency with which we attend and
participate in meetings, few meetings tend to be well run. A common
complaint within most organizations is that the majority of meetings
seem to be a waste of time. If practice is the precursor to skill development, then shouldn't the
very fact we are constantly being called into meetings mean that we
have all logged enough 'practice' meeting hours that we should have
passed the proficiency level long ago? If sheer number of hours
sitting in boardrooms counted as practice - then yes! However, few of
us, regardless of the number of meetings attended thus far in our
careers, have had the opportunity to participate in truly well run,
effective and efficient meetings. You would certainly know when you
had or indeed, 'if' you had. Unfortunately, most organizations tend to fall for the erroneous
assumption that running effective meetings does not require specific
skill development and therefore fail to give adequate direction,
training or support. It is left to us to determine what makes a
meeting effective, efficient and successful, and to start implementing
those practices. Hopefully, others will soon follow suit, making our
lives easier and our time in meetings more worthwhile. The following steps have been found to be those that are absolutely
key to increasing the effectiveness of your meetings. Although other
elements could be added, the following are the foundational elements
contained within all effective meetings. 10 Steps... 1. Identify the purpose of the meeting. This step addresses the
critical question - "Is there really a need to hold a meeting?" 2. Choose your Attendees. Consider inviting those that have experience
in the topic under question, those that are involved in the process in
some way or those that have a vested interest in the outcome of the
resolution of the issue. Otherwise, considering leaving them off your
list! 3. Determine your Desired Outcomes. This step asks you to consider the
end state, the desired results of the meeting. What do you want to
accomplish in the time you have together? 4. Type of Meeting. Different meetings need different types of
conversations. Think about your desired outcomes and therefore the
type of meeting you are proposing having. Are you looking to share
information, to brainstorm new solutions and possibilities or to make
a decision? 5. Develop an Agenda. Each meeting must have an agenda. It serves as a
road map of what is to be shared, discussed and decided upon,
providing attendees with an understanding of what their involvement in
the process is likely to be. Distributing the agenda prior to the
meeting itself allows attendees the opportunity to prepare their
contribution prior to attending. 6. Roles Required. There are a number of different roles that you may
choose to assign to attendees to ensure that your meeting runs
smoothly. It will be up to you to determine what roles would prove to
be beneficial for the group, given your objective(s) for the meeting.
Roles could include: facilitator, secondary facilitators, recorder,
time-keeper, presenters, process guides, etc. 7. Agree on the Ground Rules. Gaining agreement on some basic meeting
ground rules and etiquette can add to the creation of a positive
meeting environment. Setting some guidelines up-front can serve to
establish accountability and reduce members' frustrations with one
another. 8. Establish Decision-making Processes. Ensure that attendees
understand how decisions are to be made, for every agenda item
requiring a decision, prior to the discussion. Attendees have the
right to know and understand the parameters of their involvement in
the decision-making process. Are they simply providing input to a
decision that will be made higher up or are they going to be actively
looking to achieve consensus with the other meeting participants? 9. Clarify Next Steps and Assignments. Before you close any meeting,
you need to take the time to review the agreements that have been
made, the action steps that have been determined and who has assumed
responsibility for moving them forward. This step enables you to
confirm everyone's commitment to the established route and action
steps. 10. Evaluation of Meeting Effectiveness. This final step in the
process is your way to determine how each of the attendees felt about
the meeting. You can make this as formal or informal a component as
you choose, but don't overlook determining what worked for the
attendees and what didn't. Think of this as your personal feedback
tool, ensuring that you continue to refine your meeting management
skills.
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