Effective meetings happen
when expectations are clear
Effective meetings only happen when the expectations of all who attend are clear. If you are responsible for running a meeting but you don't know what it is a meeting chairperson should do pre, during and post meeting, then you are going to face challenges.
You may not be necessarily be the person running the meeting but no matter what your role you must be clear on your responsibilities so that you can contribute as much as possible to the meeting process.
Maybe you are responsible for taking minutes at a meeting but you have no idea what's expected of you….somehow you've just ended up with this role and yourresponsibilities are totally unclear!
Effective meetings don't just happen by chance…they are meticulously planned and executed!
Pivotal to this process is ensuring everyone involved is crystal clear on what theirrole in the meeting is and what the associated responsibilities for that role are.
Believe it or not, everyone invited to and attending a business meeting has a critical role to play in terms of making a contribution to the overall meeting effectiveness and productive meeting outcomes.
If you are invited to attend a meeting as a participant, but do not have a particular leadership role, don't think you can just sit back and relax and let everyone else do the work.........
Meeting participants are critical to successful meeting outcomes and for this reason it is just as important for participants to understand their roles and responsibilities in the meeting process as it is for those running the meeting.
If running effective meetings is something you want to achieve in your business then you need to be totally clear on the roles and responsibilities of EVERYONE involved in the meeting process. This will ensure that all those participating in your meetings, in whatever capacity, will understand what is expected of them personally and what is expected of everyone else involved.
Defining key meeting roles and responsibilities means expectations are clear and this means a productive meeting environment and positive outcomes for your business.
Effective Meetings Roles and Responsibilities Defined
1 - Meeting CHAIRPERSON
- Plan and coordinate the meeting in line with an agreed meeting processwhich includes writing meeting objectives, negotiating meeting time and date with attendees, booking venue, inviting attendees, inviting special guests, and planning catering if required
- Manage the meeting process by ensuring all meeting roles are assigned and expectations clearly communicated, meeting protocolsare negotiated and agreed to by the whole the team, everyone is able to attend as per agreed dates and times, and preparation of resources and presentations required as per the meeting agenda is complete in time for the meeting date.
- Facilitate the meeting by taking the leadership role and directing the meeting process through the agenda . Guide and lead discussions to ensure all participants are given the opportunity for equal participation and wherever possible the agenda runs to the agreed time frames. If required, ensure no one particular meeting participant dominates discussions by enforcing meeting protocols such as honouring all participant's contributions.
- Contribute ideas and strategies to meeting discussions, brainstorming sessions and mini workshops
2 - MEETING MINUTE TAKER
- Meeting Discussion Recorder
- Team Communications Facilitator
Using an agreed agenda and minute taking template:
- Send proposed agenda to team so they have a baseline for planning the next meeting agenda
- Invite agenda item submission from all meeting attendees prior to the meeting
- Write up agenda including all items carried forward from previous minutes and new items received from the meeting attendees and meeting leader (chairperson). Send completed agenda to all participants prior to the meeting taking place.
- During the meeting, record key points which come out of meeting discussions, brainstorming sessions, strategic planning, feedback from mini workshops, agreements and contracts, follow ups and progress checks. Do this by taking notes using the minute taking template as a guide. Later fine tune the key points recorded during the meeting and produce final minutes as a full record of the meeting.
- Disseminate minutes via Email to all participates to facilitate team communications and making sure everyone is kept in the communication loop, even if they were not able to attend the meeting.
3 - TIME KEEPER
- Assist the meeting leader(chairperson) to monitor meeting time frames by keeping an eye on the time allocated to agenda items (using the agenda as a guide) and making sure the meeting is on track and within agreed times for each agenda item
- Inform the meeting when only 5 minutes remains on each agenda item
4 - MINI WORKSHOP FACILITATOR
- Mini Workshop Facilitator
- Special Project Facilitator
- Plan and manage specific special projects as required
- Lead and facilitate mini workshops within the meeting framework as required for specific special projects
- Record and manage special project progress using project management tools
- Manage team communications in relation to special projects to ensure everyone is kept informed of progress and is aware of their own roles and responsibilities, progress checks and deadlines within the framework of the project
5 - MEETING PARTICIPANT
- Brainstorming Contributor
- Special Project Participant
- Contribute items to meeting agenda
- Contribute during meetings in team discussions, brainstorming, strategic planning, and special projects
- Undertake assigned special project tasks
- Read meeting minutes and project plans to keep up to date with important team and business information, strategic planning and special project initiatives
BONUS SUCCESS KEY For Effective Meetings
One way to ensure you run effective meetings with your team, help everyone stay interested in the process, and inspire their active participation is to rotate roles and responsibilities around the team.
Not only does this add variety as everyone will bring a different style and different skills to the way they undertake each role, but it will assist your team to develop the skills they require to manage their own business and lead their team……
This is a highly practical solution for coaching and mentoring your team to duplicate what you do and therefore leverage your business growth potential.
Why not give each of your team first hand experience of effective meeting management…..it will pay huge dividends, I assure you!
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