Welcome
This Month’s Query
“We are a dynamic, creative team who are good at what we do and are used to getting results. That is unless we are running a simple meeting when our timing seems to for out of the window. It is frustrating to find ourselves so ineffective in this apparently simple task!” John Hi John You are not alone ! Most of us are probably very well aware of what is involved in running meetings effectively and on time but many of us find the actual practice of doing this very challenging.We tend to think of meetings as an aside to our real work and they are sometimes rushed and badly prepared. Sometimes there are also competing agendas and egos in the room and it is the job of the facilitator to manage all of this and to get the work done, and on time. Do yourself a favour. Take a little time to revisit the simple steps for running an effective meeting below and try to consciously follow these steps over the coming weeks as a way to break with the bad habits you and your team may have formed. You should find improvements in both time and results.
Step 1: Preparation
First establish why you need to hold the meeting. What are your aims? What do you need the meeting to achieve? Make a list of your targets for the meeting, and write an agenda of the items you need to tackle during the meeting. It’s a good idea to send this out to your colleagues beforehand so they know what to expect.
Step 2: A facilitator
An effective meeting needs someone to act as referee. They are there to keep the meeting on track and make sure everyone’s sticking to the agenda. Ideally they should be impartial – if this can’t be you, rope in a colleague: it could be anyone.
Step 3: Room layout
Make sure everyone can see everyone else, and choose a layout that doesn’t reinforce hierarchy – this could give an unfair advantage to those of a higher rank. Everyone should feel able to speak freely. A U-shape arrangement is perfect, with facilitator at gap in the U.
Step 4: Timing
If you schedule your meeting to begin on the hour, the chances are people will drift in, grab a coffee, have a chat, eat a biscuit, compare plans for the weekend, and generally bunk off for at least ten minutes before you’re able to begin. Instead, schedule it for an off-hour time, say ten past two instead of two o’ clock. This simple psychological trick will encourage punctuality and means you can start on time. You should also have an enforced cut off point to close the meeting. This will reduce dithering and keep you on task.
Step 5: Icebreaker
If some members of the group haven’t met, run through some group introductions. Go round the group and get people to introduce themselves with who they are, what they do, and something silly to help break the ice. Embarrassing stories are always good for this – get everyone to say the first record they ever bought , or their favourite guilty pleasure…
Step 6: The hangar
You have a definite purpose for your meeting, but, pesky free-thinking individuals that they are, your employees will want to talk about things that aren’t on your agenda. Have a separate piece of paper available where you can write down and store off-topic ideas for discussion later. This will help people feel they have been listened to, while keeping the meeting on task.
Step 7: The 5-minute bell
There’s always one who’s tempted to talk… and talk… and talk… at great length about their pet subject – while you want to give everyone the chance to speak. Give everyone the chance to call time on anyone who speaks for more than five minutes. Bring a bell into the meeting, position it at the front of the room, and encourage people to ring it if the old moaner – or anyone – goes on for too long.
Step 8: Minutes
During the meeting you should have someone taking notes on what’s been discussed and agreed. Once the meeting is over, have someone write these up and email them to everyone so they know that what they’ve said has been recorded. Also keep people informed of the outcome of the meeting and what action has been taken on the decisions you made.
Maximize Meeting Outcomes Plan - Conduct - Conclude - Provide Minutes - Follow Up Clarify the purpose of the meeting. … To gain input and ideas … To convince … To increase teamwork … To make decisions … To share information that is sensitive, confusing, or could be misinterpreted if other forms of communication are utilized. … To resolve a problem or barrier ! Do not hold a meeting when… • Preparation cannot be done or information is incomplete. • People who need to be there cannot attend. Only allow a substitute if the person attending is authorized to make decisions. • Anger and hostility are too high between the parties involved for the individuals to focus on the issues at the meeting. Submit your facilitation or coaching query to me @ dee@facilitation-coaching.com and receive two free hours of consultation if your response appears here!
Take a Moment – Have you been finding the word ‘Mindfulness’ coming up and wondering if it is just gobbledeguck?
I have discovered that mindfulness is a very simple yet powerful way of doing all the day to day routines in a way that transforms them and brings me joy and happiness. What is Mindfulness Meditation? Mindfulness is a type of meditation that essentially involves focusing on your mind on the present. To be mindful is to be aware of your thoughts and actions in the present, without judging yourself. Research suggests that mindfulness meditation may improve mood, decrease stress, and boost immune function. How to Try Mindfulness Meditation 1. Find a quiet and comfortable place. Sit in a chair or on the floor with your head, neck and back straight but not stiff. 2. Try to put aside all thoughts of the past and the future and stay in the present. 3. Become aware of your breathing, focusing on the sensation of air moving in and out of your body as you breathe. Feel your belly rise and fall, the air enter your nostrils and leave your mouth. Pay attention to the way each breath changes and is different. 4. Watch every thought come and go, whether it be a worry, fear, anxiety or hope. When thoughts come up in your mind, don’t ignore or suppress them but simply note them, remain calm and use your breathing as an anchor. 5. If you find yourself getting carried away in your thoughts, observe where your mind went off to, without judging, and simply return to your breathing. Remember not to be hard on yourself if this happens. 6. As the time comes to a close, sit for a minute or two, becoming aware of where you are. Get up gradually. Sources: Kabat-Zinn J. Mindfulness Meditation: Health benefits of an ancient Buddhist practice. Mind/Body Medicine, eds. Goleman D, Gurin J. New York 1993. Consumer Reports Books, 259-275.
Links
www.icab.be The Institute of Cultural Affairs Brussels (Jim Cambell) with whom I completed a facilitation skills course in All Hallows Institute Dublin. www.coachingdevelopment.com (Philip Brew and Colin Brett) with whom I completed a diploma course in Coaching Skills in the Tipperary Institute. www.anamcharadas.com The group with whom I am currently enrolled on a two year training programme for spiritual companioning.