Chapter 11 Planning and Conducting Meetings 1 Meetings Meetings Meetings confer a sense of control a When meetings are well planned and conducted they build strong alliances and b Members are more motivated to implement group ideas and actions when they have a real voice in the decision making process c A meeting is a scheduled gathering of group members for a structured discussion guided by a designated chairperson d Three elements to the definition of a meeting i First most meetings are scheduled in advance for a particular time and place a coincidental gathering of group members does not constitute a meeting ii Second meetings can be formal and highly structured or informal and loosely structured Effective groups balance the need for both structure and spontaneity appropriate for the meeting s goal and the group s norms iii The third element of a meeting is a designed chair or chairperson an appointed or elected member who conducts the meeting 2 Planning and Chairing Meetings the success or failure of a meeting largely depends on good planning a Questions about Meetings before spending hours preparing for a meeting make sure your group needs to meet Use the answers to the following questions to guide the planning process i Why Are We Meeting 1 The best way to avoid wasting time or frustrating group members 2 is to be sure you need a meeting In addition to making sure you need a meeting make sure everyone understands whether the meeting s specific purpose is to share information provide training and or solve problems a b c Information Giving Meeting provides the chairperson or a member the opportunity to present important information to everyone else Information Getting Meeting provides an opportunity for members to provide reports or briefings to the chairperson and other members Instructional Meeting provides members with training in a specific skill or knowledge area d Problem Solving Meeting provides an opportunity for all members to participate in solving a problem and or making a decision 3 In many situations a memo fax email voicemail message or one to one conversation may accomplish the goal more effectively than a meeting 4 The most important step in planning a meeting is defining its goal as clearly as possible ii Who Should Attend the Meeting 1 The membership of many groups is predetermined 2 However if a task does not require input from everyone or if it needs the expertise of only certain people you should select participants who can make a significant contribution and who have a stake in the outcome of the meeting 3 Consider the following criteria when determining who should attend a meeting a Will the member contribute useful information or insights during the discussion b Will the member be an active participant in the meeting c Is the member committed to finding effective solutions d Is the member available at the designated meeting time e Do members represent diverse points of view f Are important decision makers and implementers represented 4 Try to limit meetings to fewer than 12 participants a group of five to seven members is ideal for problem solving sessions 1 Generally the best time to schedule a meeting is between 9 00 and 11 00 AM and between 1 30 and 3 30 PM 2 The following considerations will help you determine an ideal meeting time for your group a Avoid Friday afternoon meetings when energy and b Avoid meetings immediately after lunch when members enthusiasm may be low may feel sluggish c Avoid early morning meetings that are difficult for members to arrive to on time d Avoid scheduling group meetings near holidays or at the beginning or end of the week 3 Meeting before lunch may be convenient and allows for some members to continue a discussion informally during the lunch iii When Should We Meet 4 Determine what time the meeting should begin and end 5 The optimal meeting length is 1 hour If your meeting must run longer schedule breaks every hour or hour and a half to give members a chance to stretch get food or drinks or visit the restroom If the task is complex time consuming and difficult you may need to schedule a series of meetings to achieve the group goal 6 7 Contact group members to find out when they are available and schedule the meeting at a time when the most essential and productive participants are free 1 Choose an appropriate location and room size for group meetings 2 The room should be large enough clean well lit not too hot or cold and furnished with comfortable chairs 3 Working in an attractive meeting room can make a group feel iv Where Should We Meet more important and valued v What Materials Do We Need 1 The most important item to prepare and distribute to a group prior to a meeting is an agenda outlining what topics will be discussed and in what order 2 The chairperson should also distribute essential reading materials to every member and make sure that needed supplies and equipment such as markers paper flip charts projectors or computers are available to the participants b Preparing the Agenda an agenda is an outline of the items for discussion at a meeting A well prepared agenda is an organizational tool a road map that helps group members focus on a progression of tasks When distributed ahead of time it helps participants prepare for a meeting by telling them what to expect and what they will need to contribute An agenda also provides a sense of continuity for a group it tracks members assignments and provides status checks for work in progress Failure to plan and prepare and agenda denies a chairperson and a group one of the most powerful tools in meeting management i Elements of an Agenda 1 Elements of a Business Agenda a Purpose of the Meeting a clear statement of the meeting s objective and topic for discussion helps members prepare b Names of Group Members a list of all participants lets members know who will be attending c Date Time and Place the agenda clearly indicates the date time duration and precise location of the meeting d Call to Order this is the point at which the chairperson officially begins the meeting e Approval of the Agenda this gives members an opportunity to correct or modify the agenda f Approval of the Minutes the minutes of the previous meeting are reviewed revised if necessary and approved by the group as an accurate representation of the last meeting s discussion g Reports Officers individuals or subcommittees report on the progress of their activities h Unfinished Business the agenda