Meeting Magic

For a meeting to achieve its outcomes there are three elements that need to be managed by the meeting Chair or facilitator. They are: People Task and Time. This makes up the meeting trifecta.

Time and Task management

A meeting without an agenda is like going camping without a map – you’re bound to lose your way!

A good agenda:

• Sets a clear objective for the meeting
• Clearly states the participant expectations for the meeting
• Outlines topics for discussion
• Keep the meeting on time and on task

To chair a meeting well you need to be an assertive communicator. Assertive people a respectful, clear and proactive. They include the team is setting meeting guidelines which may include:

• One person to talk at a time
• All electronics off
• Encourage others to contribute
• Adhere to the agenda
• 'Carpark' or take offline items that are not on the agenda
• Agree to stay on task and on time

People management

Great meeting facilitators;

• Inform participants of the topics to be discussed before the meeting and their expected roles during the meeting
• Ask open ended questions such as: Who, what, when, where, why and how.
• Are clear about the objectives. Do you want people to be creative and innovative to come up with new ideas, or do you need consensus as quickly as possible?
• Are aware of the different personality types. Some people will need to be gently reminded to summarise their point; others will need encouragement to expand their ideas.
• Set clear expectations about the session such as: “We will now go around the room, can everyone please share their thoughts on this topic.” and get the time keeper to allocate five minutes each.
• Summarise the discussion, decisions and clarify action items for the minute taker

Facilitating and Chairing meetings can be tricky, but by setting an agenda and having clearly defined goals and expectations, you can keep the people happy, stay on time and task and reach your meeting objectives.

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