A newsletter to support High Performance Leadership and Creativity in
Individuals and Organizations™
Vm.
1, No. 2, 2001
By
Jan Hoistad, Ph.D., LP and Associates
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Many
groups and organizations spend the major portion of their days in
meetings. I have attended many of these meetings as an observer or
facilitator, and am amazed at how inefficient and ineffective many
meetings really are. In addition, many individuals I coach indicate
that because of the number of meetings and interruptions throughout
their day, they spend early mornings or late into the night actually
doing their "work". This is terribly inefficient, time and money consuming.
Leaders
can easily set a tone for efficiency by utilizing good meeting management
"rules" - and by implementing them consistently within their group.
This is not rocket science, nor is it reinventing the wheel. Much
of it is just good common sense. Here are suggested basics:
- Have
an agreed upon purpose of your group and state this at the beginning
of each meeting
- Have
one person assigned to lead the meeting and another assigned as
designated timekeeper. Have one person take short notes with "To
Do's" at the end to be given to each participant shortly after the
meeting. Rotating roles keeps everyone involved and accountable
for implementing the "rules".
- Have
an agreed upon purpose for the meeting, time to begin, time to end,
and written agenda - Stick to this! It is respectful of peoples'
time and efforts.
- Send
out written material and meeting agenda prior to each meeting, allow
time to prepare for discussion.
- Know
which "hat" you are wearing to the meeting. If you are a group director
or team manager, plus a committee member, make sure you act as a
committee "member" and allow others to be in charge where assigned.
- 40
minutes is the average mental attention span. 7 to 8 people is the
maximum for best group participation. Keep this in mind if your
group is actually going to accomplish something.
- Use
respectful communication. Do not shame, blame, judge, or use sarcasm.
As a leader avoid "extra talk" and gossip in and outside of meetings.
Train your staff to do the same - at all times. A positive environment
is more energizing and fun to work in.
- Designate
an allotted amount of time for
-
Presentation
-
Discussion and brainstorming
- Then,
call time when a decision needs to be made - no further discussion
should take place after this point. If this is not possible,
table the item to discuss further at the next meeting.
- Decide
how decisions are made within this group or team? Is it by consensus,
largest vote, by the leadership with input from the team? Be consistent
or clarify which decision-making method is being used for each item.
- Create
an "Environment of "Yes"!" A proactive environment that is reflected
in all meetings. Be open to new ideas, and if bringing a complaint,
always offer positive options and solutions for the group to discuss.
Keep negativity outside the office doors and your group will be
happier and more productive.
- Do
something fun at the end of each meeting - provide an incentive
- to reward everyone for ending on time, for conducting a good meeting,
for coming to tough solutions as a team. One Committee Leader I
know hands everyone a free coffee or tea sticker for the nearby
coffee shop. Another gives movie passes to the timekeeper, meeting
manager or note taker for the day. Be creative!
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