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FACILITATE A SUCCESSFUL MEETING
Ø BE PREPARED.
Ø **Plan for the meeting: Think and write what you want to walk away from the meeting.
Ø Develop a core consistent group to develop working relationships and sense of teamwork.
Ø Decide whether small individual meetings would be more productive than a large meeting. -An alternative can be to have certain participants enter and only stay for a limited time.
Ø Be sure to make sure participants you invite have a clear understanding of expectations: -More clarity = More productiveness -Also let them know what they will get out of the meeting
Ø Timing—Ask group before meeting to agree on time frames that will be devoted to each agenda item.
Ø Define and communicate what type of meeting: -Problem Solving -Updates -Brainstorming -Open Discussion
Ø Post meeting evaluations – Sit down and evaluate how meeting went, who should have or should not have been there, list items not covered that will have to be covered next meeting.
Ø Key Action 4: -Timing--- Have one person keeping an eye on the clock. If a discussion has lasted too long, this person will ask the group that although this is great discussion, it may be best to table it until later noting the importance of other agenda items or recommend the discussion to be conducted ‘off-line’. -To assigning ownership of Action Items 1. Ask open-ended questions: 2. State the issue 3. Verify necessity of action 4. “What does the group think we/who should handle this?” -Avoid GROUPTHINK - Ensure that all at the meeting participate to get consensus and balanced input. 1. “I would like to hear your thoughts.” 2. Refer to one’s background and what they can contribute to encourage participation.
Ø Key Action 3: -Write agenda on flip chart. -Write objective statement as heading above agenda items.—Identify REASON WHY WE ARE HERE. -Solicit additions/confirmation of agenda. -Identify ground rules. -Write desired outcomes from meeting.
Source: Meeting with Denise Beckles 2/08/1999 |