This tool might help you with Step 1: Set up a small group to lead the way
All of us want our meetings to be the sort that when people pack up their folders to leave everyone is smiling at each other and saying, “That was a good meeting”.
So what does it take to get that response?
You might like to do this activity at one of your first meetings to help you work out what is going to make good meeting practice for your group.
- Take a moment to think about meetings you’ve been at that were disappointing or frustrating. What do you think made them that way? (As this is an exercise in learning, not blaming, do this without naming people or organisations.)
- Now think about meetings you’ve been at where you felt satisfied at the end. What do you think made them that way?
- Look over everyone’s different experiences and come up with a list of what you all think needs to happen – and not happen – for your meetings to be efficient and productive.
Once you’ve done that, you might like to look at the list of meeting tips on the following page and compare it with the ideas you’ve come up with.
TIPS ON RUNNING GOOD MEETINGS
1. Before the meeting
- What is the overall purpose of the meeting?
- What specific outcomes do we want to achieve?
- Who needs to be there?
- What time do we need to start and finish?
- What needs to be discussed and what decisions do we need to make?
- What background papers might we need to read before the meeting so we all come to the meeting well informed?
- Do we have a written agenda?
- Have we nominated someone to chair the meeting?
- Have we nominated a minute-taker to record the key points raised during discussions, decisions made, action to be taken including who will do what by when, and items to be carried over to future meetings?
- Who else might we want to invite to give us background or ideas?
- How soon before the meeting should we send out the agenda and background papers to those attending?
2. At the meeting
- Be welcoming of each other (think about having light refreshments).
- Think about the seating – a circle or semi-circle is ideal for making sure everyone can see and hear each other.
- Start on time.
- Remind everyone of the purpose of the meeting and clarify any queries about it.
- Work out approximately how much time you need to spend on each agenda item and stick to it.
- Encourage group discussion so that everyone gets to hear different views and ideas.
- Keep focused on the topic at hand. Stick to the agenda unless the group agrees that there needs to be a change.
- Be respectful of each other – listen, contribute, share speaking time fairly. Some people may want to talk more, others less, but make sure everyone is able to say what is on their mind, and also be able to contribute their views and ideas.
- At the end of the meeting, have the chair summarise decisions and agreements as a positive way of wrapping up the meeting.
- Make sure everyone is clear about when the next meeting is.
- Consider spending five or ten minutes at the end of the meeting reviewing what went well and whether there is anything you could do next time to improve the meeting. Do this in an open-minded way – looking to learn and improve as a group, not to judge or blame individuals.
3. After the meeting
- Write up and circulate minutes of your meetings, ideally within a week.
- Do what you said you would do.