FOUR STEPS TO BETTER MEETINGS

 

I picked this book off the shelf only because the title resonated with me. The first few chapters are pure agony. It’s the fictional account of a staff meeting, which hits too close to home as the conversation drifts: “Where are we going to have the company picnic this year? At Lions Park again? Should we serve hamburgers or subs?” While company culture is important, I’m sure you’ve attended meetings that many people in the room – including you – had no interest in.

We all know meetings are necessary. But are all meetings making the most of the valuable time of the people in the room? This is especially important if you are working with volunteers; you know they don’t want to waste time.

So how do you make your meetings matter?

My best friend works with a company that long ago suffered through needless unproductive meetings, but no more. Their answer: Everymeeting should be structured and well facilitated. When organizing a meeting – any meeting – four key questions (PAGA) should be asked and answered.

  • Purpose – If a meeting doesn’t have a purpose, do not hold the meeting. Will a short conversation or an email suffice? Could this be handled more effectively by a committee instead of the whole group? The purpose of the meeting should be short, concise and actionable.
  • Agenda – What will be discussed, in what order, and in what time frame? An agenda keeps the meeting from floating around, keeps everyone focused, and ensures the essential and important elements are discussed. It’s an important tool for the meeting convener, helping to pull participants back to the purpose of the meeting.
  • Goal – By the end of the meeting what do we want accomplished? A meeting without a goal is like a target without a bulls-eye.
  • Action Items– What are the specific items/elements we want to achieve through coming together? Call them next steps or assignments, but come out of the meeting with purpose and direction…otherwise you’ll be meeting again to go over the same things.

Whether a budget meeting, a board meeting, or even a client meeting, state your PAGA at the very top of every meeting invitation. Accept new agenda items, but only if they meet the purpose of the meeting. So when someone introduces a new agenda item – “the company picnic” – you can wisely say, “Great discussion topic, but not part of our purpose today. Get with HR and bring back your recommendations…”

What tips do you have to keep meetings from getting out of hand?

Posted by Danny Maier
Danny Maier

Written by Danny Maier

Dan Maier offers fundraising counsel and strategic management for local and national nonprofits, YMCAs, camps, medical and social service organizations. He offers invaluable support to clients and their volunteer leadership as they look to enhance their development campaigns, prepare for crisis communications, strengthen their boards and more.

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