Workplace Issues #11: Governance of Meetings

Posted on October 25, 2006
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Meetings are one of the most vital components of any business, and most teams tend to do a lot of them. Unfortunately, they take a lot of team with very little accomplishments if not managed well. Depending on which side of the table you are, you may find meetings to be boring (or waste of time) or critical to your existence. If you are a manager, it can be the most time consuming part of your schedule.A well run meeting always achieves more. It is thus crucial that meetings are managed and governed by some sort of a policy. Here is one based on my experience, in no specific order.

• Have an agenda: Make it a point to have an agenda for each meeting. A simple agenda spells out the purpose of the meeting, the time frame allocated and the participants. Project status meetings typically require all team members to be present. On the other hand a brainstorming session may only require sharp heads to be present. Whoever you choose to invite, let them all know of the agenda before hand. One meeting, one agenda. Do not combine those that need to be separated.
• Moderation: In the absence of a “leader”, meetings typically tend to wander to off-topics. It is critical to have someone moderate the meeting, so as to keep it focused and moving. Ideally the person who calls the meeting should be the moderator, but be flexible to allow team members to rotate this responsibility.
• Discipline: For any meeting - formal or informal, short or long, it is crucial members are disciplined about the purpose. Make it a point to schedule the room well in advance. Start on time. Appoint a scribe and a time keeper. A scribe is responsible for noting the minutes, while the time keeper ensures that the meeting does not run beyond. Make sure the scribe notes down the action items and the responsible parties. If you are the one who called the meeting, invite those that are needed and prepare your thoughts well before the meeting starts. Absolutely no cell phones allowed.
• Facilitation: Whoever is designated as the moderator should facilitate the meeting by summarizing the ideas and presenting conclusions. Encourage everyone to talk, yet at the same time do not force everyone to talk. Often forcing someone to talk may start a discussion that may not parallel with the meeting goals. Intervene whenever there is a breakdown, and be prepared to end the meeting if the goals are met. You don’t have to use the allocated time, and you should never exceed it either.
• Communicate: At the end of the meeting, summarize the minutes and the action items. Follow it up with an email detailing the minutes, and thanking the participants.

I am sure others may have other ideas or tips on the same. But the bottom line is the same, meetings are very expensive if the cost of labor is factored in. So take it seriously, and do everyone a favor. Remember to participate, focus, moderate and reach closure.

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