Top 10 Tips for Running A Great Meeting
By Nancy Grengs, Family Business Coach and Consultant
There are two parts to every great meeting. Structuring which we've discussed elsewhere and running the meeting which has its own special challenges. The person running or facilitating a meeting is responsible for the meeting process, group dynamics, quality discussion and alignment on issues. Here are some tips that will help you on that path.
1. Introduce the participants.
If there is anyone new to the group or anyone that has not worked closely with the others in the meeting, have each participant introduce himself or herself. An easy rule of thumb is to have them say their name, title and their role in as it pertains to the meeting.
2. Ask about "hidden agendas."
It's not very effective to ask, "What are you hiding?" but hidden agendas can affect the meeting. So, to quickly learn what the meeting participants care about, create a list of one hope and one apprehension from each attendee. Record these on a flip chart and post them where they can be seen throughout the meeting.
3. Review and get agreement on the agenda.
Ask the participants if there are any other agenda items or if they believe any items should be addressed in a different order. Really listen. There may be a good reason to move things around. Get agreement on the agenda items and the priority of each agenda item. Low priority items may sacrifice their time to higher priority items should the higher priority items need more time for discussion.
4. Create ground rules for group behavior and decision-making.
After the agenda is agreed upon, get agreement on group behaviors. Consider some of these items as appropriate. Should decision be by consensus? Will the meeting end on time or when the discussion is complete? Will everything in the meeting be confidential or shared purposefully with others? Typical ground rules include:
- One conversation at a time
- Start and stop on time
- Decision will be by consensus
- Separate the issue from the person (in other words focus on the issue not the blame).
5. Ask sincerely for input and then listen.
There's something to be said for asking. Have you ever been at a meeting where one or more people sat there totally quiet? Have you wondered what they were thinking? The reality is, no one can tell without asking. To ensure everyone that has not spoken up supports the decisions made, you must explicitly ask them if they have any questions or concerns. When they tell you, listen until you understand as if you were in their shoes.
6. Verify your recording accuracy.
When you record what someone has just said on a flipchart or overhead you may need to paraphrase. If so, use as many of their words as possible and then ask them if what you've written is what they meant. If it is not, rewrite it until they're satisfied.
7. Don't criticize when you brainstorm.
Brainstorming to gather a lots of ideas is a fantastic tool. However, if while the ideas are being listed people are judging and evaluating the ideas the power of the group wanes. Have two people writing on flip chart paper. Record everything as silly or odd as they sound. Each idea is a launching pad for another idea and that next one may be just what the doctor ordered.
8. Refer to the Ground Rules.
Is everyone getting a chance to talk that should? Are the participants being respectful of each other? Is there only one conversation going on at any one time? If not, ask the meeting participants to review the ground rules and comment on if they feel they are abiding by their own wishes.
9. Create an issues list.
Ever been at a meeting when someone or a number of people were stuck on a particular issue? This can happen when the right people to make a final decision are not in the room, there is not enough information or when someone has moved totally away from the meeting agenda. When this happens, write the issue down as and outstanding issue and refocus the meeting so that it can move forward. Distribute the outstanding issues with the meeting minutes.
10. Strive for consensus.
There is so much more power and excitement in decisions the whole group agrees upon. Consensus means that one or two people in a large group may really love a different decision but are willing to agree to and support this decision in order to move the group forward and create alignment.
About the Author
Nancy Grengs, family business coach and consultant works with family business owners to create long-term prosperity and peace of mind. To learn more about her and sign-up for more free tips like these, visit her site at www.grengs.com, call her at 360.944.3094, or email her at nancy@grengs.com. Top 10 Tips for Running a Great Meeting copyright © 2003 Grengs & Associates. All rights reserved.
Note: You are welcome to "reprint" this article online as long as it remains complete and unaltered (including the "about the author" info at the end), and you send a copy of your reprint to nancy@grengs.com.
