Productive Meetings

Any committee that is the slightest use is composed of people who are too busy to want to sit on it for a second longer than they have to. ~Katharine Whitehorn
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Good Meetings are three-fourths preparation and one-fourth theater.”—from Gail Godwin
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List the agenda topics
avoid administrative and management items on the agenda as business
Written work group reports
Designate time to add agenda items
Accept agenda before you begin
Don’t include agenda items which are not ready for action
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Research the item
Include
supporting data
workgroup findings
options and recommendations
If appropriate, include wording for a proposed motion or resolution
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One way to control the length of the Board meeting is to use a timed agenda. To do this, the preparer of the agenda should note the actual start time next to each heading and then provide an estimate of how much time each section of the agenda should take. A timed agenda will allow the Board to re-focus on the agenda if a topic is discussed outside of the scope of the agenda or if participants simply become verbose.
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Require written reports from committees, if the report is informational only.
Include in advance meeting packet.
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Assures that agenda documents have been prepared and delivered
Enforces the meeting plan as approved at the start of the meeting
Assures comfort: Nametags, water, etc.
Encourages everyone to speak.
Does not monopolize a discussion. If the Chairman needs to offer an opinion, he/she should abdicate the chairmanship to another during that agenda item.
Convenes and adjourns the meeting in a timely fashion.
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Distribute at least 5 days ahead of meeting
Include supporting documents, including proposed motions or recommendations for action
Put mission statement at top of agenda
Include the name of the person presenting each agenda item
Include the action required for each agenda item (review, accept, action motion)
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jwl associates The ultimate goal of the Grand vision is to create prosperity by making this region an even better place to live, work, and play.

Follow this order:
Call to Order/Roll call (on time!)
Adoption of the Agenda
Reports (staff, workgroups, chairman)
Business
Adjourn (on time!)
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No electronic grazing. Period. - Laptops closed. Phones off. Blackberries left at home.
Schedule breaks for people to ﬁddle with their toys, but fearlessly enforce a no grazing rule once the meeting’s back in session.
Emergency call to take or make? They have to leave the room. No exceptions. If you’re too busy to be at the meeting everyone else has made ﬁrewalled time for, just leave.
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you, as the leader, can focus on facilitating,
summarizing,
clarifying, and
just keeping things moving
Note: you should not be afraid to announce things like “Okay, we have three minutes left for this, so let’s wrap up with any questions you have, then move on.”
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Start on time; don't reward latecomers by waiting for them.
Decide on times for each topic and stick to them.
Follow the agenda; avoid hopping around.
Discourage side discussions.
Set a "no interrupting" rule.
Stop, repeat, and clarify the points people are making.
Test for closure before moving on to the next agenda item.
Record decisions, action items, and due dates for each topic.
Summarize the key decisions and action items before closing.
End on time.
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Allow plenty of time for discussion, and follow with an item encouraging teamwork.
Use a List Serve for the group to discuss items before the meeting. (Google Groups)
Set the rules: time limits for statements, hear from all positions before repeating contributors, don’t let one point of view monopolize
Practice good listening: rephrase a speaker’s key points
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Stay on target - Any item that does not require the knowledge, consent, or input of the majority of the group should be scotched immediately. Close rat holes.
As soon as the needed permission, notiﬁcation, or task assignment is completed, just move on to the next item.
Don’t allow off-the-subject discussions, or repeats of previously presented information.
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Appreciate everyone's contributions
Give positive feedback - try not to judge or criticize
Respect the right of each member to take part at his/her comfort level
Use a variety of open-ended questions to draw people out
Recognize that members take part simply by attending . Don’t dismiss the quiet ones as un-involved.
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Develop and stick to the group's agreements
Give everyone an equal chance for participation
Review the ideas for handling difficult people or situations
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• Remind parties of interests and ground rules
• Reframe statements for clarification or to incorporate others’ interests
• Expand information base, resources or parties involved
• Don’t make it personal
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• Acknowledge: “I hear you saying…
• Legitimate: “Thank you for bringing that up. That’s an important concern.”
• Deal, Defer or Delegate
» Deal with it on the spot
» Defer to another time or venue
» Delegate
Intervene
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Minutes should be succinct.
Record all actions. Name the motion/second.
Avoid recording insignificant remarks/topics.
No editorial opinions!
If meetings have action items assigned, include a ‘to-do list’ at the end of the minutes
Distribute minutes within one week of the meeting.
Include notice of the date of the next meeting.
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Don’t meet
Set specific meeting objectives
Provide an agenda in advance
Assign meeting preparation
Assign action items
Examine your meeting process. What worked? What went wrong?
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Productive Meetings

by JWL Associates on Jul 28, 2009

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Productive Meetings — Presentation Transcript