June 2002USDA Natural Resources Conservation Service1 Critical Meeting Elements: Preparation to Minimize Conflict

June 2002USDA Natural Resources Conservation Service2 Session Goals Critical meeting elements Who does what to make a meeting work? Decision making - consensus

June 2002USDA Natural Resources Conservation Service3 Critical Meeting Elements Clearly defined meeting purpose, desired objectives or outcomes and an agenda Meeting environment Meeting agreements - rules of civility Meeting leadership

June 2002USDA Natural Resources Conservation Service4 Critical Meeting Elements Interpersonal relationships Defined decision making procedures Follow up - after the meeting

June 2002USDA Natural Resources Conservation Service5 The Meeting Before During After Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service6 Before the Meeting Determine..... Why are we meeting? Who should we invite? When is the best time to meet? Where should the meeting be held? Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service7 Before the Meeting Meeting purpose, objective Why is the meeting necessary? The purpose must be a clear statement. What do you hope to get out of the meeting? What are the objectives or desired outcomes?

June 2002USDA Natural Resources Conservation Service8 Before the Meeting Meeting purpose examples Plan for the next steps for _______ Decision on _________ Receive ________ report and make plans to follow up Brainstorm ideas for __________ Decide on the future direction of ___ Next meeting: Agree on agenda, date, time, topics, purpose, desired outcomes

June 2002USDA Natural Resources Conservation Service9 Before the Meeting Meeting xample Before the Meeting Meeting Desired Outcomes example Plan prepared for ___________ Prioritized list of ideas for future direction Decision on ______________ Decisions on next action steps and who will take the lead, timing Decision on next meeting agenda, location, time, date, topics, purpose, desired outcomes

June 2002USDA Natural Resources Conservation Service10 Before the Meeting Meeting agenda List the topics to be covered - be realistic about what can be covered in the timeframe; prioritize topics List the times allotted to each topic Include details - results desired Send out ahead of meeting - minimum one week before Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service11 Before the Meeting Meeting environment Make arrangements for: Meeting room, comfortable, bright, clean, appropriate temperature, good air circulation, room layout, accessible Refreshments Microphone Breaks, social time Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service12 Before the Meeting Other Considerations Check open meeting law requirements Provide good directions to meeting location - map too Ensure facility is accessible Obtain interpreters as appropriate

June 2002USDA Natural Resources Conservation Service13 During the Meeting Getting down to business Introductions Facilitator Records/minutes of the meeting Meeting agreements, guidelines, (or ground rules) Discussion of topics Making decisions Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service14 During the Meeting Meeting agreements Establish or review meeting agreements at the start of the meeting Schedule breaks Start and end on time Decide on a style of decision making

June 2002USDA Natural Resources Conservation Service15 During the Meeting Sample meeting agreements Participate fully; share the air. All ideas have value. Honor each other’s perspectives One person speaks at a time. No personal attacks. Focus on issues, not each other. Turn off cell phones. Keep the discussion focused.

June 2002USDA Natural Resources Conservation Service16 During the Meeting Who does what? Roles Leader/chairperson/manager Facilitator (Not the leader) Recorder Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service17 During the Meeting Who does what? Roles Subject matter expert Timekeeper Collaborative participants - are essential !!

June 2002USDA Natural Resources Conservation Service18 During the Meeting Collaborative Participants Are active in the process Listen carefully and are open to other ideas Help the dialogue stay focused Support the meeting agreements Help facilitator remain neutral Help the recorder be accurate Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service19 During the Meeting Roles of participants One person can have several roles Roles can change depending on the meeting Flexibility Clear roles Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service20 During the Meeting Building Relationships Leave rank at the door Show mutual respect - No personal attacks All need to be in the loop -- listening and providing feedback Be aware of non-verbal messages Each person take responsibility

June 2002USDA Natural Resources Conservation Service21 During the Meeting Decision making procedures Be clear on style or method you choose Robert’s Rules of Order Voting Quorum Consensus -- be clear so people know what they agree to All participate Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service22 During the Meeting What Is Consensus? Consensus is a decision-making process that stresses the cooperative development of a decision with group members working together rather than competing against each other. Source: Cynthia King, Communications Catalysts

June 2002USDA Natural Resources Conservation Service23 During the Meeting Consensus Full consensus does not mean that everyone must be completely satisfied with the final outcome. The decision must be acceptable enough that all will agree to support the group in choosing it and not sabotage the outcome. There is no single correct method for “doing” consensus Source: Cynthia King, Communications Catalysts

June 2002USDA Natural Resources Conservation Service24 During the Meeting Benefits of Consensus Quality of the decision Creativity Commitment Fostering values and skills Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service25 During the Meeting Attitudes that impede consensus Competition Lack of concern in others’ interests Individual ownership of ideas Suppressing feelings or conflict Deferring to or relying on authority Social prejudices reflected in group dynamics Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service26 During the Meeting Attitudes that support consensus Cooperation Emphasis on mutual trust Common ownership of ideas Valuing feelings and conflict Making an effort to equalize power Valuing the contribution of all members Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service27 During the Meeting Decision- Making is a Process Divergent thinking Convergent thinking Source: Facilitator’s Guide to Participatory Decision-Making, S. Kaner,1996

June 2002USDA Natural Resources Conservation Service28 During the Meeting Divergent Thinking Generating alternatives Free-for-all open discussion Gathering diverse points of view Breaking down a problem into pieces Source: Facilitator’s Guide to Participatory Decision-Making, S. Kaner, 1996

June 2002USDA Natural Resources Conservation Service29 During the Meeting Convergent Thinking Evaluating alternatives Summarizing key points Sorting ideas into categories Arriving at a general conclusion Source: Facilitator’s Guide to Participatory Decision-Making, S. Kaner, 1996

June 2002USDA Natural Resources Conservation Service30 The Diamond of Participatory Decision-Making Groan Zone Divergent Zone Convergen t Zone New Topic Closur e Zone Source: Facilitator’s Guide to Participatory Decision-Making, S. Kaner, 1996

June 2002USDA Natural Resources Conservation Service31 During the Meeting Bringing Closure Summary Next Steps Commitment to Action Feedback/Evaluation Recognition of good work Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service32 During the Meeting Bringing Closure Future Meeting Plans Next meeting Date and time Location Draft meeting agenda Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service33 During the Meeting Meeting Evaluation

June 2002USDA Natural Resources Conservation Service34 After the Meeting Prepare minutes/notes and send them out Compile action register -- who will do what, when, and where. Include with the minutes. Follow-up on tasks Follow through-get tasks done Source: USDA NRCS Social Science Institute

June 2002USDA Natural Resources Conservation Service35 Summary What are the critical meeting elements?