Some meetings serve simply to disseminate information. One person gives a presentation, usually in Powerpoint, and others listen and absorb some of the content. In its method this meeting is really an extension of a school class or university lecture. We will not dwell on this.
Other meetings serve as discussions which are intended to lead to a decision. These are often badly run and fail because they lack one or more of these five key prerequisites which are necessary (but not sufficient) for success.
1. Purpose. The purpose of the meeting should be crystal clear to all the participants. The person who called the meeting must articulate the reason for the meeting and the agenda. If this is not clear and people arrive with differing expectations and agendas then the meeting will likely flounder.
2. Permission. The participants have an obligation to listen and to show respect but they also need to know that they have the permission to contribute, to ask questions, to challenge and to offer unorthodox ideas. If there is a hierarchy in the room which inhibits questions, unconventional ideas and challenges then a great opportunity for creativity and fresh thinking will be lost.
3. Space. An offsite room with plenty of space for breakouts and smaller groups can be highly beneficial.
4. Time. The length of the meeting should be advised in advance so that people know. The meeting should be long enough to cover the issues, generate and select ideas, allow for discussion, decision and action plans. But there needs to be some pressure on time – the meeting should not be so long that people are encouraged to mender and waffle.
5. Facilitation. The facilitator or chairperson should set a structure for the meeting and use some tools and techniques to encourage free discussion and ideas. They should curtail premature criticism or domination by the most powerful voices. They might use suitable problem analysis methods, brainstorming techniques and some group decision making. They should strive to ensure that the meeting achieves it objectives by keeping to time and reaching a decision.
If you plan these five elements into your decision-making meetings then you will significantly increase the likelihood that the meeting will succeed. What’s more the participants will feel empowered and decisive rather than ignored and frustrated.
(This article is based on ideas expressed in a Gurteen Knowledge Cafe).
Interesting posting. Great point about a clear purpose. More questions and research on how we can #improvemeetings http://www.slideshare.net/frankcalberg/facilitationmoderation-of-meetings