Regional Meeting

The following is a list of Hugh’s 10 tips for Conducting Power-Packed Meetings

1. Clearly state the purpose for the meeting.
Don’t hold a meeting unless there is a reason. Yes, that is the fundamental rule. Know why you are holding a meeting and tell others why. When people are asked to attend a meeting they want to know what is expected of them and a definition of  the expected output of the meeting. Be sure that everyone is reminded of the purpose of the meeting at the beginning of the meeting. Articulate the meeting objectives as clearly stated “deliverables” or some other term that communicates completion of specific objectives. Take time to ensure that everyone understands and has a chance to have their questions addressed.

2. Plan the meeting thoroughly
Begin with the deliverables, that is, know what you want to walk away with at the end of the meeting. Express the deliverables using specific, focused and measurable outcomes. An example could be something like “Identify 5 Killer Strategies for Getting People to Attend Our New Program.” This kind of language would drive your planning process to brainstorm rich content. And then, assign weight to each idea. Finally, sort for the best five strategies. Knowing where you want to end up is a prerequisite for designing how to get there.

When planning the meeting, allow twice the meeting time for your planning process. That is, a one-hour meeting should take about two hours to plan. In order to get the best results a commitment to the best planning is necessary. When planning the time commitment for each meeting item, do not fill up the entire time slot. Only plan for 65% of the available time. Some items will take more time than planned. If the meeting takes less time, then adjourn early. There will be no complaints. Do not fall for the old principle “work expands to fill the time allowed.” Be efficient with your time and respect the time of others!

Outline every part of the meeting in your planning guide. Define how much time it will take to introduce the deliverables and give an overview of the meeting. Define how much time it will take to brainstorm, sort and refine. Do not leave out any part f the process.

Prepare visuals for the meeting. Record the input of the group on chart pads, storyboard cards, white boards or some other media that everyone can constantly review as they make decisions. When making the meeting plans and preparing the visuals, do not fill in all the details of any project if you expect to get group input and ultimately, group buy-in. Let them mold the decisions and be a part of the success of each group decision if, in fact, it is a group item. If it is not a group item, then don’t bring it to the group for input. Define what the “givens” are and where the group has authority to make decisions. Define where the group input is needed and where it is not. Explain the difference.

3. Identify the leader/moderator/facilitator of the meeting
One person must control the flow of the meeting. That’s the simple truth. One person must facilitate to insure that the group stays on task and nobody dominatesall the discussions or decisions. The facilitator also ensures that the meeting addresses all the deliverables as promised and involves everyone in the process. If the facilitator has a preference on any of the items being discussed, then declare that agenda at the beginning. As that item comes up for discussion, then the facilitator must listen more than talk in order to not be perceived as dominating the outcome.

4. Begin and end on time

Know how long the meeting will take, pace the meeting and end on time as promised. Keep faith with the participants. Begin on the exact time specified even if everyone is not present. Do not penalize those who have arrived on time. If you communicate that you are not keeping your word as a leader with something as simple as a starting time, then how will your work be trusted in more important matters.

Assign a priority for items on the agenda. Know which items to drop or postpone if the meeting is more complex than expected and begins to take longer than planned. Planning for 65% of the meeting time allows for some items to expand for extra discussion, if needed.

5. Design ways to prompt input from each attendee
If people have been invited to a meeting, then expect them to participate. Participating will validate each person’s worth to the process and ultimately to the outcome giving each person ownership. Not everyone will feel comfortable in contributing to the discussion. Find ways to prompt input from those who will not easily participate. For example, during a brainstorming exercise, ask for input from the group in a predictable rotation (left, to right, etc.)

If someone does not contribute ideas, then ask them to comment on the ideas contributed by others. Allow everyone to vote when sorting out multiple ideas or concepts.

6. Create a group list of “norms” for process together
If the group meets on an ongoing basis or on a regular schedule, then it might be a good idea to develop a set of operational guidelines for how the group process works and how decisions will be made. Here is a typical list of a few “norms”:

o Everyone contributes

o Attack ideas, not people

o Disagreement is ok, it can even be a creative tool!

o Speak your mind in the group, or not at all

7. Record the group’s information where all can see
Writing down ideas gives validation to the ideas contributed. A visual record will also remind the group of the data generated keeping it present for making better decisions. Record ideas and concepts exactly as stated. Do not interpret or put in your “two cents worth.” Record first, judge or sort later – this is especially important when the material is sensitive, challenging or complex.

Find a place to record ideas not related to the current discussion. Capture ideas to deal with at an appropriate time and with the appropriate group. Create “parking lot” and “items for future discussion” headers. Place ideas for later in this meeting in the parking lot and ideas for another meeting under the other heading. Deal with each list before adjourning.

8. Review the entire agenda for the session at the beginning
Explain what will happen and when it will happen in this meeting. Help people understand where the meeting is going and how the group will bet there. This will help each participant be fully present for each part of the meeting and to trust the process.

Explain what type of discussion is needed (brainstorming, sorting, etc.) at each point in the meeting and define how those concepts will work. Explain how decisions will be made. If you have defined consensus at the beginning of the meeting, then you could work through all decisions using consensus as a decision- making norm.

Allow time for feedback, discussion and amendments, if appropriate. Sometimes a meeting will progress too fast for some to keep pace with everything. Several opportunities in the meeting should be dedicated to bringing the group together to validate the process, not only the results. Prompting is allowed and even necessary at times to let participants know that it is all right to ask for clarification.

9. Stay in control of the meeting

If a participant hijacks the meeting, take it back, gently. Nobody wants to hear anyone else ramble or give speeches that are unnecessary or lengthy. The facilitator must remain in control of the process and take it back from time to time. This is not impolite. It is merely practical. Know how to intervene without using harsh words or actions. Insure that everyone is on board before moving on the next item.

10. Do not adjourn without setting accountability standards
If actions are needed, assign responsibility and a completion date for each item. Good ideas will only materialize into results when they are a part of an action plan. The action plan consists of the following information:

o Specific task (action item)

o Responsible person

o Deadline

Agree on the next step(s) or next meeting date before ending the meeting. As
people are invited to attend the meeting they can be instructed to bring their
calendars. This is one reason why. Affirm the participants and their contributions.
Review the list of deliverables to validate your success. Celebrate!

by Hugh Ballou