This resource was shared with Common Good Vermont by Kate Stephenson who’s participating in the Executive Director Leadership Development Circle in Montpelier led by Susan Palmer

This short piece on expectations for meetings comes from my colleague John Abrams, who runs an employee-owned design/build firm on Martha’s Vineyard.  This is excerpted from their employee handbook.  It includes some references to their consensus decision making process which may not be relevant to all of your organizations, but interestingly when I sent this around to our staff and interns it sparked an interesting discussion at our next staff meeting about consensus and why actually we don’t use it in a formal sense at Yestermorrow.
- Kate

Elements of a Good Meeting

Meetings are generally efficient, productive, and satisfying when:

• Everyone has a say in determining what needs to be discussed,

• The agenda and goals of the meeting are clear to everyone,

• One task is dealt with at a time,

• Everyone remains focused on the task at hand,

• Everyone’s input is heard and acknowledged,

• Everyone has equal power in making decisions,

• Decisions are made which are agreeable to all and which do not result in a dissatisfied minority, and

• Everyone is clear about what has previously been decided and what is currently being decided.

Good meetings do not happen by chance. This document outlines the key elements that we use to make meetings go well.

The Meeting Participant

The meeting participant is the central element of any meeting. Every participant is either a beneficial or detrimental force. No one can simply “attend” a meeting. A participant improves the quality of the meeting when he or she:

• Reviews all meeting materials prior to arriving at the meeting,

• Arrives in time for the beginning of the meeting,

• Assists the group in staying focused on its agreed agenda,

• Maintains awareness of the meeting process (tone, timing, fairness, efficiency, etc.),

• Participates fully in discussion, being mindful to keep comments brief so that all have

the opportunity to participate,

• Is solution-centered, but is not attached to any one particular solution,

• Is open to fairly examining all the pros and cons,

• Listens carefully and respectfully when others are speaking, especially when others are expressing different views,

• Voices concerns in a manner which invites constructive response and is respectful of the opinions of others, and

• Understands and participates in the decision-making process used by the group.

The Facilitator

The facilitator leads the meeting by helping the group to clarify and move through its agenda in a clear, respectful, and timely manner. The facilitator serves as a “meeting chauffeur.”

Typically, a facilitator:

• Develops the agenda for the meeting in consultation with all participants or

representatives,

• Makes sure the meeting space is in order (chairs, lighting, sound, flip charts, etc.),

• Convenes and adjourns the meeting in a timely manner,

• Helps the group move through its agenda, focusing on one item at a time,

• Makes suggestions to encourage an open and balanced flow of discussion,

• Intervenes when there are interruptions, distractions, or overly long comments

• Asks clarifying questions, and makes suggestions, but does not make decisions,

• Occasionally summarizes points of agreement and points of divergence so the group

can move ahead,

• Assists the group through its established decision-making process,

• Helps the group plan follow-up, clarifying who, what, when, and where,

• Makes sure that the minute-taker has a record of all action items, and

• If necessary, relinquishes facilitator responsibilities to another when he or she needs to contribute to the meeting content in a way that makes it difficult to be fully attentive

to the meeting process.

The Agenda

A meeting agenda is an outline of what items will be discussed by the group and the order of discussion. Prior to the meeting, the facilitator develops this plan in consultation with meeting participants or representatives. This advance preparation reduces the likelihood that a meeting will get bogged down by too much work, unforeseen issues, or vague topics. At SMC, agendas are distributed to all meeting participants prior to meetings. When the meeting begins, the agenda is reviewed and adjusted by the participants. The group then proceeds with this roadmap, making additional adjustments as necessary.

The Minutes

Minutes are the written record of the meeting. They identify the name of the group meeting, when and where the meeting was held, who attended the meeting, who was absent, and the minute-taker. Minutes are not a transcript of everything said during the meeting, but a concise summary of key points raised, decisions made, next steps, doers, and deadlines. Minutes should use polite and clear language, and acronyms should be avoided. In order to ensure the accuracy of minutes, they are typically reviewed at the following meeting of the group, at which time corrections can be noted for the record.