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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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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