Most meetings are totally defective. They are held because they are considered a ritual. The fundamental purpose of the meeting has long since been forgotten.

Most managers, at some time, have received training in managing meetings, yet the level of frustration inflicted with meetings remains the same. A methodology has been developed called “Action Meetings” by a mentor friend to address the real reasons behind dysfunctional meetings.

Getting people properly ‘into’ and ‘out’ of the meeting

This is done through the introduction of a “first word” and “last word,” where attendees briefly say what state they are in. The first words could be, “I am very time challenged, and this meeting is the last thing I need,” to “I have a sick child at home, so I may be interrupted by a phone call.” The last word could be, “This meeting once again promised little and delivered nothing,” to “I look forward to receiving Pat’s report and working with the project team.”

The key to the first and last word is that attendees can say anything about how they feel at that point in time. Their comment is just that and is to remain unchallenged. The ‘last word’ also doubles as 360-degree feedback on the chairperson’s performance.

An effective agenda constructed as desired outcomes

This involves the use of precise wording for meeting outcomes.  In the ‘Action Meetings’ methodology, outcomes can be one of three stages:

  • project progress examined and understood
  • the key initiatives agreed
  • the responsibilities assigned

Outcomes provide focus and the ability to easily check whether an item has, in fact, been completed. One major benefit of establishing “meeting outcomes” worded in this way is that requested attendees should not attend if they do not think they can add value or assist in achieving the outcomes.

Meetings are participant-owned, not chairperson–owned

All attendees are trained in the new methodology. Thus, meetings are owned and policed by all participants and are less reliant on the capability of the chairperson.

Once an outcome is closed, it remains closed

During the meeting, remind anyone who is opening a closed item that the item has been closed.

Nonrelated issues are parked

Any issues raised that are not related to the outcome under discussion are tabled for another future discussion.

Document action steps

Action steps are written carefully on a special pad and then entered into a web-based application so all can see the progress.

 

This is an extract from the toolkit (whitepaper + E-Templates) ,Winning Leadership: A Model on Leadership For The Millennial Manager by David Parmenter