You may have heard the expression that meetings are where “minutes are kept and hours are lost.” We are all keenly aware of this maxim when we are part of a meeting that lasts far too long and accomplishes nothing.
About three years ago I was able to experience the work of an excellent meeting facilitator. I was serving on a board, and Rick was the Chairman. Each monthly meeting was scheduled for 60 minutes, and during Rick’s two-year term, there was never a meeting that was so much as a minute over. Here is the best part: None of us board members every felt rushed, and the meetings were some of the most productive I have ever attended in my career. How did he do it? Here are the steps he followed.
He handed out a simple, printed agenda:
He went through each item and generated a discussion that opened us up and made it comfortable for everyone to give input.
After a time, the discussion would start to get repetitive. Rick knew right when to intercede. He would say, “If I may summarize, what I hear you saying is…” He was usually right on because he was an excellent listener.
After summarizing the discussion, he would ask for a plan of action that involved commitment from the members. They knew they would be held accountable to report in the next meeting.
After summarizing each discussion and recapping the specific action steps: Meeting adjourned. Right on time!
I know, it sounds easy. It isn’t. Above are the fundamentals. The rest is up to us. (Practice)
