MEETINGS AND MINISTRY
6 Steps for Running Effective Gatherings
If you are reading this then presumably you have experienced the pain of having attended a poorly run meeting. It's just lower on the drudgery meter than grading papers. Whatever your experience, there is a way to run a meeting and have the participants not only avoid leaving but enjoy their time spent as a group.
FIRST, EACH MEETING SHOULD HAVE A PURPOSE.
I'm convinced that many meetings don't need to occur or can be accomplished through some other medium (phone, email, etc.). I even recommend that this purpose be voiced at the outset of the gathering so that everyone is on the same page. Over time, this will also help your participants to come back for more.
As part of this purpose of the meeting, it might be a good idea to informally identify the expectations of the meeting. Should only one person speak? Should there be room for dialogue? As my friend and gifted facilitator Donald Kuhn often says when leading a meeting, "One ground rule: no one person can talk all of the time and no one person can be silent all of the time." I've also found that if a person does not verbally participate for over 30 minutes, the facilitator is not doing a good job of involving all of the participants.
SECOND, AND ONLY IF APPROPRIATE, GENERATE AN AGENDA. This should be typed and given out a few days before the meeting takes place. If people are traveling to this event, then they should probably have that even earlier. I recommend that your participants be able to contribute items for the agenda. This way, they know that they are part of things and not just bodies for a meeting.
THIRD, DESIGNATE A FACILITATOR. Too often the "person at the top" thinks that he/she either has the skills to lead a meeting or has to lead the meeting. Neither is often the case. There is probably someone else in the group who has a gift of listening and leading a group towards a decision. If you are the person at the top, be willing to give up some of the "power" and let another person lead the meeting. You will get more out of the gathering and your facilitator can then "debrief" afterwards with you. The facilitator may or may not be the best person to take notes.
FOURTH, AGREE ON AN END TIME. Most folks actually feel uncomfortable if they are not sure when something will end. If you can articulate a reasonable end time you will more likely keep things moving because you have an eye on that back bookend. What I will often do is to say the following, "We are five minutes from our end time but we still have some things on the table. What would the group like to do? We may consider staying for an additional 15 minutes or find a way to continue our discussion outside of this meeting. What do you think?" Each time, I've found that the simple act of asking people what they would like to do creates a more pleasant atmosphere. What's more, they will often willingly agree to stay the few extra minutes needed to fulfill your work together.
FIFTH, TRY TO BE CONCRETE. If this is simply a "feeling out" or introductory meeting, then some vague resolutions and estimations can be made. Most of the time though, we meet so as to accomplish some designated task. Rather than say, "We need to start working in the next months on our new program" and then have everyone agree and then move on, consider this approach, "In two months time, we would like to have completed this draft of the program. We have 5 specific tasks to complete this project." At that point, you might ask one person you have in mind if they will take on the task, or ask for volunteers. You know your group so you'll know how to approach it.
SIXTH AND FINALLY, FOLLOW UP YOUR MEETING IN A TANGIBLE WAY. Whether it's the minutes of the meeting or a thank you note or a phone call, make the commitment to follow up your meeting no matter the cost. This should be done no later than a week after the event. Believe it or not, this crucial step will help your participants to feel as if they've been heard and how the meeting is relevant to their daily life. Nothing is worse than someone who volunteers for a task and then there is no follow up. Ouch.
If you try to develop these six keys to leading an effective meeting, I guarantee that you will hear far fewer groans and grumbles about "another meeting". The little things do make a difference and can help transform an ordinary event into a catalyst for growth and change within an organization.
Written by Michael K. St. Pierre for Vocations.