Thursday, March 24, 2016

Who Called This Meeting Anyway? Part 2 of 2

Last time I talked about when you should hold meetings, having a clearly-defined purpose, and establishing a set of meeting norms.  Here are some more suggestions for ensuring a well-run meeting.
Work from a well-prepared agenda: 
  • Review agenda 
  • Read minutes from last meeting
  • Review action items from last meeting
  • Conduct new business
  • Share information  
  • Plan next meeting  
  • Evaluate meeting  
Keep good minutes and records. 
The purpose of keeping minutes is to ensure continuity from one meeting to the next, increase personal accountability and the implementation of team actions, maintain an historical record of the team's progress, etc.  Usually one person is assigned to write the minutes and does so by capturing the basic ideas or essence of each topic discussed as well as any commitments, actions, or decisions made.  The minutes are usually sent to people prior to the next meeting.

Designate clearly-defined meeting roles.  There are three major roles to ensure that meetings are efficient and effective: 
  • The Facilitator conducts the meeting. 
  • The Recorder keeps minutes and records. 
  • The Observer pays attention to team dynamics and process and tries to encourage open participation from all team members.
Utilize discussion skills
  • Contributing - people share opinions, ideas or information
  • Listening - members must feel safe/heard to be open with opinions
  • Clarifying - let people know if you do not understand something
  • Expediting - bring closure by calling for a decision or action
  • Focusing - "Let's get back on track" or "Are we ready to move on?"
  • Gate-Keeping - encourage equal participation by all
  • Testing for Consensus - summarize and check for agreement before making decision

Until next time...

Sheryl Tuchman, SPHR, SHRM-SCP

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