Seven steps to effective meetings

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Seven steps to effective meetings

• By PDG Ignace Mouawad

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• We are loosing so many membership as we spend too
  much time in unnecessary, unproductive meetings.

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• The number of successful meetings is far
  outnumbered by those deemed failures for one
  reason or another.

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• Lets state Why do meetings fail?

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Among the most commonly cited reasons are

• The absence of a clear and specific purpose

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Among the most commonly cited reasons are

• Lack of an agenda

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Among the most commonly cited reasons are

• Involvement of the wrong people

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Among the most commonly cited reasons are

• Failure of the chairperson or participants to
  prepare properly

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Among the most commonly cited reasons are

• Lack of leadership and control

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Among the most commonly cited reasons are

• Allowing too many digressions and interruptions

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Among the most commonly cited reasons are

• The inability to reach decisions.

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As we are members of a Rotary club, and as the
bylaws declare that we really do need to meet on
a weekly basis, here are seven steps to ensure
that our meeting will be effective
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Step 1

• Prepare

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Step 1 Prepare

• Pick the right mix of people, ensure in advance
  that all participants are able to attend, and
  choose a location that's quiet, comfortable,
  convenient.

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Step 1 Prepare

• Issue a detailed, focused written agenda at least
  24 hours in advance. If you will be including a
  thick packet of reading material, send it and the
  agenda at least 72 hours in advance.

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Step 1 Prepare

• List the most important items first.

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Step 1 Prepare

• Highlight in your notice that the meeting will
  start and end on time.

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Step 1 Prepare

• List the times fixed to each item.

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Step 2

• Start on time

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Step 2 Start on time

• Don't reward latecomers, who are probably the
  least prepared.

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Step 2 Start on time

• By not starting on time, you punish those who
  arrive punctually by wasting their time.

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Step 2 Start on time

• Neither should you recap what's occurred for
  those who are tardy, which provides an added
  incentive for showing up late.

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Step 2 Start on time

• When they realize that you're serious about
  punctuality, chances are that everyone will be on
  time for subsequent meetings.

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Step 3

• Review the purpose of the meeting.

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Step 3 Review the purpose of the meeting

• If the secretary is absent, and to take minutes
  of the session, ask or designate someone to serve
  as secretary. (Even better, make arrangements
  before the meeting.)

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Step 3 Review the purpose of the meeting

• Do not try to serve as both chair and recorder,
  as one or both of these important roles may
  suffer.

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Step 3 Review the purpose of the meeting

• At the start of the meeting, briefly review the
  agenda.

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Step 3 Review the purpose of the meeting

• Highlight the key topics.

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Step 3 Review the purpose of the meeting

• If the meeting is a follow-up to a previous one,
  review the minutes of the last session for
  continuity and transition.

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Step 4

• Manage the meeting time

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Step 4 Manage the meeting time

• Encourage participation, but continue to focus
  group energy on the topic being discussed.

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Step 4 Manage the meeting time

• Solicit reactions from less active participants.

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Step 4 Manage the meeting time

• Keep an eye on the time.

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Step 4 Manage the meeting time

• Strike a balance between wasting time and
  steamrolling the group through the agenda.

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Step 4 Manage the meeting time

• Be an involved listener who strives to hear,
  understand, remember, and focus the group toward
  closure at appropriate times.

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Step 5

• Reach decisions

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Step 5 Reach decisions

• If after sufficient discussion, the group has
  difficulty in reaching agreement, use harmony
  techniques to reach a decision.

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Step 5 Reach decisions

• How about simply calling for a vote on the
  options presented by the group?

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Step 5 Reach decisions

• If time permits, table the topic and return to it
  later in the meeting or at a future meeting.

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Step 6

• Handle difficult individuals

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Step 6 Handle difficult individuals

• Even with exceptional preparation, the
  participants will determine whether the meeting
  is a success or failure.

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Step 6 Handle difficult individuals

• To be an effective chairperson, there are three
  types of meeting disrupters you must learn to
  handle

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Step 6 Handle difficult individuals

• On occasion, some members will try to dominate
  the discussion.
• Whether done "innocently" or "deliberately", it
  is imperative that the person running the meeting
  exercise control.

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Step 6 Handle difficult individuals

• It is also essential to stop private, on-the-side
  conversations, which undermine the meeting's
  cohesiveness as well as the presiding officer's
  authority.

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Step 6 Handle difficult individuals

• Another problem is the negative person, who
  frequently puts down others' ideas that'll never
  work.
• Confront this person directly.

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Step 7

• Summarize and follow up

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Step 7 Summarize and follow up

• Five to 10 minutes before the scheduled ending
  time, restate the meeting's purpose and summarize
  what has been accomplished.

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Step 7 Summarize and follow up

• Review what will be done to implement the
  decisions reached.

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Step 7 Summarize and follow up

• Thank the participants for attending.

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Step 7 Summarize and follow up

• Have the secretary issue minutes within 48 hours.

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Conclusion
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Conclusion

• An effective meeting can be a valuable forum for
  discussion, debate, and decision-making.

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Conclusion

• When it is a meaningful, people leave feeling
  their time has been well spent.

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Conclusion

• An ineffective meeting can be a contentious fray
  -- a tiring obligation -- leaving people
  confused, frustrated, and dreading the next
  get-together.

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Conclusion

• When you really need to gather people together,
  using these seven suggestions, should ensure that
  your meetings are successful.