Face-to-face meetings are necessary for discussing things, communicating information, making decisions and developing relationships. They are also so common in organisations that people can take them for granted. Sometimes we all assume that everyone knows how to run an effective meeting – when in reality many people feel lost.
So here’s a basic run-down of meetings and a few check-lists to make sure your meetings are moving in the right direction:
Types of Meetings
While every organisation needs formal meetings – such as AGMs – in reality the majority of community organisations run meetings in a less formal way. Sometimes the most effective meetings are run around a kitchen table over a cup of tea!
There is no set way to run these less formal (otherwise called informal or ordinary) meetings, but commonly they include:
- checking the minutes or notes from the previous meeting
- checking correspondence and finances
- hearing reports on projects, workers' outputs
- checking on the progress of your business plan (if you have one)
- other matters important to your group.
Although less formal meetings are usually relaxed, it's still important that clear decisions are made and recorded with majority support. It's up to the organiser or chairperson of the meeting to make sure that happens. Even if the group is not used to moving, seconding and voting on motions, it is good practice to adopt a formal "resolution" process for financial and other important decisions. This can be achieved by the meeting organiser or chairperson saying "Well, is it agreed then that we _________?" and having the decision recorded.
Checklists for well-run meetings
Well-run meetings produce good results. If meetings are not run well, what you set out to achieve may not occur and participants may not want to come back again. Meetings can also take up a lot of people's precious time so you need to make sure they run smoothly so time isn't wasted.
Here are some checklists for ensuring your meetings (both formal and less formal) are successful.
Before the meeting checklist
Effective meetings are planned in advance. Make sure that:
- the reason for people meeting face-to-face is clear
- people are invited well in advance
- the time and venue are appropriate for the people you are inviting (check for accessibility, childcare, time to fit with parenting responsibilities etc)
- the objectives of the meeting have been communicated and understood
- any reports and/or background papers or financial statements about which decisions need to be made are circulated before the meeting so they can be read and digested
- people have been reminded about any jobs that need to be completed by the time of the meeting
- the physical environment is prepared beforehand (check for warmth, fresh air, light, appropriate seating arrangements, water etc)
- appropriate visual aids are in place e.g. whiteboard, markers, Blu-tak, sheets of paper, recording equipment, overhead projector, data show etc
- any other resources needed for the meeting have been collected
- there is an agenda
- the chair or facilitator knows they will be taking on that role
- the minute-taker knows they are responsible for taking the minutes
During the meeting checklist
The way a meeting starts is critical to its success. People need to feel welcome and included, and if possible, have the opportunity to introduce themselves.
It's the role of the chairperson or facilitator to:
- guide the style of the meeting procedure
- make sure the meeting starts on time
- welcome members and organise any introductions
- be aware that people may face difficulties arriving on time (such as child-minding) or different cultures may follow different time scales
- if there are latecomers, welcome them, give them a moment to settle, then tell them what the group is doing
- list any ground rules that have been developed by the members e.g. agreements about confidentiality of discussion or one person speaking at a time
- read and call for apologies
- where appropriate, advise of housekeeping details e.g. time and length of meeting breaks, location of toilet facilities etc
- set a timeframe for the meeting and keep to it
- allow some time at the beginning of the meeting to add additional items to the agenda
- keep to the agenda
- use a range of tools or interventions to assist the group to complete its task e.g. summarising, clarifying, reflecting, suggesting options, raising energy levels, seeking agreement, encouraging participation and solving conflicts
- avoid introducing their own opinion unless it's necessary
- as part of the closure, ensure that it's clear what is to be done by whom and when
- thank everyone for attending the meeting
Ground rules
Ground rules should be developed by the group at the meeting who will be bound by them. These rules should cover:
- respect for other people — no interrupting, no long monologues, no personal abuse, allow space for everybody to express their views
- confidentiality — agreement on whether meeting content may be discussed outside the meeting
- responsibility — everybody agrees to take responsibility for timekeeping, keeping to the agenda and voicing their opinions in the meeting rather than afterwards
- decision-making — how are decisions to be made, by consensus or voting? If consensus can't be achieved, at what point will alternative decision-making methods be used, and who will decide?
After the meeting checklist
After the actual meeting has finished, the following jobs need to be carried out:
- action plans and follow ups confirmed
- minutes checked by the chair or meeting organiser and the minute-taker
- the timeframe for circulation of minutes, new reports, background papers, and the next agenda arranged
- minutes circulated (sometimes on their own, sometimes not long before the next meeting when reports and background papers called for at the meeting can go out at the same time).
I also find a good selection of chocolate bikkies also helps keep the energy levels up!
Happy Meetings!
The information for this article was sourced from the Community Resource Kit at www.community.net.nz Many thanks to the team at Community Net for their assistance and great advice!
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