Making good meetings: Preparation
Par Family Councils Ontario
Happy New Year!
To kick off 2018, throughout January we’re going to focus on what makes a good Council meeting. Since the bulk of the work done by a Council is accomplished at a meeting, it’s essential to make the most of your time and to ensure that the meetings are positive and productive.
To start, this week we’re going to cover meeting prep. To ensure that your meeting is a success, you need to prepare for it. After all, “failing to plan is planning to fail” (Alan Lakein) 1.
Start with the end in mind
While Council meetings may not vary greatly from month to month, it’s still important to define the goal(s) of each meeting in advance. Doing so will help you to get the result you want, whether that is a good discussion, a decision to be acted upon, or group development. Define the goal(s) of the meeting first so that it guides the development of the agenda.
Create a clear agenda
Your agenda is what sets the parameters for your meeting and keeps discussions on track. A good agenda lays out everything you plan to cover in the meeting along with who is responsible for leading that section, the goal of that section, and the time allotted. Ensure that each section of your agenda has a clear purpose (discussion, decision, update etc…) so that attendees know what to expect throughout the meeting.
Ensure that any preparatory or presentation materials are clearly labelled and referenced accordingly in the agenda.
Send meeting material to attendees ahead of time
Make the most efficient use of your time by sending meeting materials (agenda, previous meeting minutes, background materials, presentation handouts) to attendees in advance. Clearly communicate what you expect them to do with these materials in preparation for the meeting: review, form an opinion on, research etc… Sending materials to attendees in advance will help to ensure that people arrive at the meeting ready to work and avoids spending unnecessary time discussing the materials.
Consider any possible areas of tension
Carefully think in advance about your meeting goal, agenda, discussions, and attendees to identify any potential areas of tension that may arise during the meeting. Are there any interpersonal dynamics at play that might result in tension or conflict during the meeting? Will any of the agenda items result in difficult conversations? If so, consider in advance ways to mitigate or resolve the tension. Doing so will increase the likelihood of a successful meeting.
Next week, we’ll explore aspects of meeting execution. Stay tuned throughout January for more information on making good meetings.
Source:
- https://www.brainyquote.com/quotes/alan_lakein_154654