Facilitating Effective Meetings

Before You Begin What is your role supposed to be? What is the name of the group/team, who the sponsor is, the members, and leader/chair What role does each play in the organization/in the group? How well do they know each other? History of the group/team: Why was this group formed? When? Is there a mission statement? Which stage of group development are they in? How are things going?

Before You Begin Goals, Tasks and Issues: – What is the basic goal of the meeting? What must be accomplished? – What issues need discussion and resolution? Have they been discussed before? Will there be a decision-maker present to finalize a decision? Administrative Details: – Where will the meeting be held? – What kind of room/ furniture does it have? – What is the starting and ending time? – What supplies/ equipment will be needed? Does this team have a facilitator? – Does it need one?

Team/Group Charter A charter is the job description for the team/ group. Include: Team name Members Mission/Purpose Expected time frame Frequency of meetings and duration Objectives Milestone check-ins, timeline Boundaries/parameters Communication methods Ground rules Roles of members, leader, sponsor, etc.

Essentials of Meeting Management ALL meetings should have a clearly stated purpose that is shared at least a day in advance with the team in advance of the meeting. Meeting location and time should be included in the agenda. When possible, the agenda for the “next” meeting should be developed as a part of the current meeting, especially if items need to be specifically deferred until the next time the group meets. Location needs to be relatively comfortable, with adequate ventilation, room for all participants at the table, and equipped with needed materials, (board, flip chart, markers, etc.)

Essentials of Meeting Management Key decisions or discussions should be scribed on flip chart paper, for later recording in meeting minutes. An appointed notetaker can paraphrase primary points for later dissemination Establish and review, periodically, meeting ground rules. Start and end on time!! Consider establishing a start and end time that is a few minutes different than the hour or half hour. e.g., meeting time 8:35 to 9:35. An outspoken timekeeper is often helpful to keep the tempo tracking!

Reasons TO Meet 1. To review information and develop recommendations. 2. To solicit new information from a group. 3. To analyze or solve problems. 4. To reconcile conflicting views. 5. To arrive at a group consensus, decision, or confirm status of something with a group of people. 6. To exchange information or viewpoints. 7. To teach/train or formally present information. 8. To fulfill legal requirements.

Reasons NOT to Meet 1. When a less costly communication will produce the same result; memo, report, phone call or brief discussion. 2. When there is not time for adequate preparation. 3. When key people are not available. 4. When meeting will not likely produce desired results. 5. When you’re not sure what you’re intending to accomplish with the meeting. 6. When a decision by an individual would accomplish the desired result and group consensus is not important. 7. When clear interpersonal conflict needs to be addressed first so you can move forward

Agendas An agenda is a guide or road map for what the team hopes to accomplish during a specified period of time. An Agenda Can: clarify what tasks or issues will be discussed gives all members access to meeting plan helps put these items into an order identifies time allotment for issues serve as a guideline for the meeting lets participants arrive prepared tool for minutes and “group memory” communication tool for leader, facilitator, sponsor and members be as flexible as needed

Preparing an Agenda When you prepare a preliminary agenda remember to include time for a warm-up activity, breaks, and closure activities or evaluations. Members need to “settle in” before tackling a difficult issue. Take some time to make announcements and share a few items from those who wish to contribute. Review the agenda with the team. Allow members to ask questions and make suggestions items to be added. A flip chart might be used to list potential items and the order, and to scribe the notes from the meeting Send out a follow-up agenda a day or two before the meeting is scheduled as a reminder/primer

Using the Agenda Follow the agenda for your meeting. Periodically, review what you have gone over and preview what items are left to cover. Make adjustments as needed, but use group consensus. If not all agenda items are covered, summarize those items and decide when and how they should be addressed (e.g. by subgroup or held until the next meeting). Be sure to note decision in the minutes.

Sample Ground Rules 1. Work toward the good of the department 2. Leave your history, problems and egos outside 3. Be courteous to one another 4. No interrupting another person 5. Comments limited to 2 minutes 6. No accusations... Use “I” and “we,” not “you” statements 7. If you need to go outside to gather your thoughts, please do so 8. Take risks-use this time to bring up those issues important to you 9. Free to pass 10. Communicate! 11. Listen 12. Maintain confidentiality outside of these sessions 13. Look at each other when you are talking!

Logistics Is the location of your meeting accessible to all participants and possible resource people? What barriers might exist for use of facilities? What supplies and equipment will you need for your meeting? Who will be sure it is available? Supplies: Paper, flipchart pads, marking pens, masking tape, name tags, pencils, whiteboard markers, etc. Equipment: Easels, extension cords and adapter, extra bulbs for projectors, laptop, LCD projector, screen, whiteboard, etc. Is there a phone available for team members to use? Who has the key to the meeting room, and how can it be secured if that person isn’t available for the meeting?

Recording/Scribing Recording information is very important, consider: Using a flip chart so all can see Rotating the scribing (spelling doesn’t count!) Record and paraphrase key actions and important points Keep a “parking lot” or forward calendar of on-going or unaddressed issues Grammar and spelling matter for final Type and circulate within 48 hours Gain agreement to accuracy by or at start of next meeting Use a wiki (on line collaboration tool) Let participants know where they can send feedback and/or follow-up info related to discussion/actions

Brainstorming Recorder clearly states the topic or question. Each member takes a turn, expressing one idea at a time. Recorder records each idea as stated, with no editing, on chart that all can see. OK to piggyback on ideas of other members. No criticism, judgment or discussion of ideas. Go for quantity of ideas. Recorder can read the list of ideas aloud to stimulate more. If no idea, it’s OK to pass.

Consensus Decision Making Decision by consensus is a key process used to solve problems. A group choice arrived at through consensus should be better than the choice made by individual team members choosing independently. The dynamics of the group transforms the whole into being greater than its parts. Consensus elements: All participants contribute. Everyone can paraphrase the issue. Everyone has the opportunity to express feelings on the issue. Those members who continues to disagree indicate that they are willing to experiment for a prescribed period of time. Although everyone may not agree that the decision is the best, all members agree to take responsibility for the implementation of the decision.

Consensus Decision Making Consensus does not mean that: A vote is unanimous. The result is everyone’s first choice. Everyone agree. Conflict or resistance will overcome immediately.

Managing Conflict: A few ideas You may not be able to handle all conflict; ask for help if you need it! Keep focused on the goals of the team/meeting Talk with folks individually outside the meeting Address the conflict within the meeting Redirect questions to whole group (e.g. what do you think, Sally?) Take a break or finish early Use tools from this class (ground rules, charter, evaluation methods, etc) Use a facilitator (short or long term)