How to Bring Pizzazz and Efficiency to Corporate Meetings

A Checklist to Make Meetings More Successful

This Preventive Law Study was written by:  John Goodson, Colleen Manley and Christine Goodson Forakis.

General Considerations

1. Be sure you realize the time rate cost of all present to appreciate the expense of meetings and the need for efficiency.
2. Set up a system to evaluate and improve each meeting.

What Do You Want From A Meeting?

1. Decisions by group – preferably unanimous.
2. Input from leaders – education focused toward decisions or action.
3. Input from group functioning as (a) focus group, (b) runabout comments from each person, or (c) brainstorming session using story board techniques.
4. Action in the form of someone assigned to specific tasks.
5. Settlement of a dispute – like a court case within the organization.

How To Streamline The Agenda

1. Assign one person to be responsible for a written agenda with all participants programmed to give input to the person responsible for agenda.
2. Give advance written notice to participants with (a) place, duration, and time of meeting; (b) order of agenda items; (c) items expressed in form of results desired; (d) form of presentation designated; (e) person presenting identified; (f) time allotted specified; and (g) “pep talk” on benefits of attending and being on time.
3. Begin meeting by getting concurrence or changes on the agenda.
4. Write agenda on blackboard for further focus and emphasis. Leave space between items for “group memory” notes. Cross out or check off items when completed.
5. Put clock in back of room where you may see it and put time when each item is to be heard to get a feel for the timing of the agenda (e.g., 9:04; 9:09; 9:15).
6. Request in advance, whenever possible, written reports and draft resolutions several days before the meeting for better preparation.

Techniques for Warm-Up and Clearing “Squelch”

1. Come early and be sure that the room is comfortable with food, drinks, agenda in front, and room for each person and papers at a desk or table.
2. If there is no written agenda, formulate it at the beginning of the meeting on the blackboard. What results do we want from this meeting and how long do we have to achieve those results?
3. Provide duplicates of what was mailed out for those who did not bring them to the meeting. 4. Make up name tags, name cards, or names on the blackboard.
4. Evaluate previous meetings and declare positive expectancy that this one will be the best.
5. Start by asking each person to express what he wants most from the meeting or with (a) a prayer, (b) meditation, (c) a song, or (d) “Right now I’m . . .”

Better Meeting Habits And Techniques For Facilitator

1. Get there early. Start on time.
2. Use gavel to keep order and as the symbol for intended order
3. Do not hog the discussion — give opinions after everyone else or refrain from doing so.
4. Do not criticize self or meeting — most mistakes will not be noticed.
5. Do not allow people to talk at once — use gavel if necessary.
6. Advise participants how to be recognized — finger raised and nod from facilitator or pass a slip to facilitator.
7. Give persons who have not spoken highest priority.
8. Ask persons who have not spoken for input.
9. Ask for “the other side of the arguments” or from anyone who is opposed.
10. Close out irrelevant comments, wisecracks, and disruptive comments. Use gavel, if necessary, but be friendly.
11. Use informal parliamentary procedures (e.g., “I am sensing that no one opposes this motion. Therefore, I shall assume it is unanimously passed.”).
12. Use “blackboard” for listing important items — possibly write important items under the corresponding agenda items.
13. Ask questions of participants to bring them out.
14. If negative comments are expressed, turn them positive or bring them around with a sense of humor.
15. Look around audience — no less than four seconds at each person.
16. Squelch “side talk” whenever it surfaces by asking them to speak louder so that all may hear.
17. Try to get consensus as to why persons did not vote in favor of or abstained on a resolution which passed and try to get amendments or clarifications to satisfy all.

Better Meeting Habits And Techniques For Participants

(The Twelve Commandments for Being a Good Meeting Participant)

1. Do not interrupt others.
2. Get an OK from the facilitator before speaking – finger raised, hands in middle of table, note to facilitator, or snap fingers for “point of privilege” or “point of order.”
3. Talk only on the subject at hand. Avoid wisecracks and irrelevant stories.
4. Do not cast aspersions or criticize — never make general expressions of dissatisfaction. If you must express discomfort, make it specific, without judgment, and with helpful suggestions.
5. Do not bring up problems for the first time during a meeting (grandstanding) — ”Exhaust your administrative remedies” before you bring matters to the meeting.
6. Be courteous — as if you are in the House of Commons.
7. Take notes to help remember what you want to say as others are speaking (e.g., “C” = comments; “Q” = questions; “O” = action; “–” = something important to consider later; “OB” = objective).
8. Help the facilitator by directing attention to points of order.
9. When finished talking, so indicate: “Back to you” or “That’s all I have.”
10. Thumbs up if you agree. Thumbs down if you do not agree.
11. No side talk. It makes people feel left out and not as important.
12. Everyone sign the Integrity Agreement and learn how to avoid “interpeople viruses.”

How To Be A Good Recorder

1. Tape record meetings.
2. All important meetings must have written minutes. (Note only important facts, reasons, decisions, action steps.)
3. Eliminate gingerbread from minutes.
4. Number and label all paragraphs of minutes for easy referencing and cross referencing.
5. List given reasons in the “whereas” clause before starting the resolution.
6. Record opposing reasons and votes.
7. Include written reports and resolutions as attachments to minutes.
8. Maintain an action item list for each task assigned. After three reviews, reassign it.

How To End On Time

1. Write duration of the meeting (e.g., 12:00 noon to 1:00 p.m.) on the blackboard in front of the group.
2. If facilitator is running behind: a. Run tighter controls with gavel on irrelevant comments. b. Refer to committees or next meeting on unthought out resolutions. c. “High grade the ore” by asking what of the remaining agenda must be covered at this meeting. d. Refer items which can be delayed to next meeting. e. Refer items to group with authority to act before next meeting.
3. Ensure that items missed at one meeting are covered in the next.
4. Ensure that date, time, and place of next meeting are clear before adjourning.
5. End meeting on time, even if it hurts. The hurt will be a learning experience.

How To Improve Yourself

1. Go over this checklist and rate yourself.
2. Use checklist to evaluate meetings.
3. Add to the checklist as you develop new ideas.
4. Be sure to have some fun meetings to balance the super–efficient meetings — (1) no agenda, no rules, informal meeting; (2) one-on-one meetings; (3) daily chats; (4) PARTIES! right brain-left brain — yin-yang — deinst ist deinst und schnapps ist schnapps.
5. Make up an enlarged copy of The Twelve Commandments for Being a Good Meeting Participant and have it in front of your meeting.

“Meetings are the chromosomes of human organizations.”

Download Notice of Meeting Agenda.

For additional information, please call (602) 252-5110.

For additional Preventive Law Studies, visit our website: www.goodsonmanleyforakis.com

DISCLAIMER