Oh No!
Not Another Meeting!
by C.J. Hayden, MCC
We've
all had that reaction at one time or another when someone suggests
there should
be a meeting to resolve a problem, make a plan, or update each
other on our progress. Often, it seems that the same topics
are
discussed over and
over, but even though everybody has good ideas, the issues never
get resolved.
Meetings can be
an effective way to solve problems, or just a frustrating waste
of time. The difference is in how the meeting is run. There are
five elements needed for a successful business meeting: an agenda,
an agreed-upon format, a chairperson, a scribe, and a system of
accountability.
The meeting agenda
should be prepared and distributed in advance, so everyone knows
what will be discussed. The chairperson typically prepares the
agenda, based on input from the other participants. It is the
chair's task to balance what everyone wants to include with the
reality of what can be discussed in the time available. If you
disagree over what should be on the agenda, call for a vote before
proceeding.
Every meeting should
have a fixed ending time. It's a law of the universe that work
will expand to fill the time available. An open-ended meeting
will run until everyone gets exhausted or there are too few people
remaining to make any decisions.
Agree on the format
for the meeting before you begin. Will everyone be asked to speak
in turn, or will there be open discussion? How much time will
be allotted for each topic? Will decisions be made by the most
senior person present, or by the group at large? How will the
group make its decisions? Must agreement be unanimous, or will
a majority vote suffice?
The
chairperson must actively run the meeting. He or she needs to
keep the proceedings on time, adhere to the format, manage interruptions,
and stick to the agenda. If someone talks too much or gets off
track, the chair must be able to ask the speaker to "bottom-line"
what he or she wants to say, or steer the speaker back to the
point.
In a group of peers,
you may want to rotate the position of chair, unless one of you
is particularly good at it and could serve in that role to benefit
all concerned. If the chair is new at running meetings, reading
about parliamentary procedure in Robert's Rules of Order can be
very helpful.
The scribe's job
is to record what topics were discussed, any important points
made, decisions reached, and accountabilities assigned. He or
she should distribute a copy of the record to the participants
within 24 hours, while the details are still fresh in everyone's
mind.
Accountability means
that a person or group is assigned to do something specific by
a certain date. "Jane will get quotes for leasing a photocopy
machine and report back at the next meeting," is a statement
of accountability.
A common mistake
is to decide on a task without assigning who will do it or by
when. Another is to make the task too vague, e.g. "Jane will
investigate our copying options." The chair must make sure
each decision has accountability
assigned before moving on.
When you are meeting
to solve a problem, make sure everyone first agrees on what the
problem really is. "We need a copier," is actually a
solution rather than a problem. The underlying problem might be
"We are spending too much time running out for copies."
The solution might be getting a copier, but it could also be organizing
work better, or designating someone to have all needed copies
made once per day.
Not every issue
can be resolved the first time it comes up, but it can be moved
along. Make it a standing rule that some action must be taken
about every item on your meeting agenda before the meeting concludes.
© C.J. Hayden
C.J. Hayden is
the author of Get Hired Now! and Get Clients Now! Since 1992,
she has helped thousands of professionals make a better living
doing what they love. C.J. is a Master Certified Coach who leads
workshops internationally - in person, on the phone, and on the
web. Find out more about C.J. and get a free copy of "How
to Find a Job in 28 Days or Less" at http://www.gethirednow.com.