Big Sky Big Leadership Series: Effective Meetings
 | Author:
Allison Kosto, MSU Broadwater County Extension Agent
MSU Broadwater County Extension Agent |
Big Sky Big Leadership Series: Effective Meetings
Allison Kosto
MSU Broadwater County Extension Agent
This is the third in a series of articles sharing concepts from the Big Sky, Big Leadership program. Currently in its third year, this is a nine-month program that helps participants gain leadership skills as well as learn more about issues and resources in the county. This series highlights some of the leadership skills that are incorporated into the class. This month the focus is on effective meetings.
We are all busy. It can be frustrating to take time from your busy schedule or away from your family to attend a meeting that is poorly run. Running an effective meeting is more art than science. It takes practice but there are some foundational techniques that can help set you up for success. There are whole books about running meetings, but here are a few of my top suggestions for effective meetings.
Setting the Stage
Spend time before the meeting to plan the details. Consider everything from the meeting location, room setup, participant invitations and agenda. Even though all these components might seem minor, even one little hiccup can start off the meeting on the wrong foot. Make sure participants have plenty of time to plan for the meeting and get it on their calendar. Last-minute meetings are rarely well attended even if perfectly executed. My goal is to give people at least two months’ notice of meetings. A month would be the minimum in today’s world. It’s a good idea to check the community and/or school calendar to make sure you aren’t scheduling during a major event. Also consider the small details that make people feel comfortable such as providing refreshments, being able to hear and see, and handicap accessibility.
The Agenda
Sometimes this simple step is ignored, especially in informal meetings. However, I cannot stress the importance enough. In public meetings, an agenda is required and must be posted at least 48 hours in advance. However, even in community organizations or informal meetings, agendas are critical. They help guide discussions, set expectations and allow participants to prepare for the topics in advance. Personally, if I don’t have an agenda then I’m bound to forget something! There are many different agenda formats, and there isn’t necessarily a “right one” in most cases. Basically, they should provide a roadmap for the meeting. Publicly posted agendas are the exception. These agenda have certain requirements including which agenda items the organization is expected to make decisions on. In a public meeting, items not on the agenda cannot be discussed or acted upon.
Decision-Making Process
The standard decision-making process is a parliamentary procedure guided by Robert’s Rules of Order Newly Advised. However, it’s not the only method. It is important that the group understands whatever process you are using and that you stay consistent. Parliamentary procedure can be daunting for people without experience. However, Robert’s Rules of Order provides a more flexible procedure for small groups which is defined as twelve people or less.
After the Meeting
Typically the work doesn’t stop when the meeting ends. However, some of this follow-up work starts within the meeting itself. It is important to make sure that anything that is decided in the meeting also includes the person who is taking responsibility for the action item. Otherwise, the action item often falls on the president or convener of the group which can be burdensome, or it simply won’t happen. The use of committees is an effective way to continue work between meetings and often reduces time spent on the subject matter in meetings. It is best practice to send out meeting minutes soon after the meeting. This is important because it allows people who missed the meeting to see what happened. Additionally, it allows those who were at the meeting to look at the minutes while the content is still fresh in their mind to review for corrections or additions.
For more information about Big Sky Big Leadership or to request a presentation about effective meetings, contact MSU Extension in Broadwater County 406-266-9242 or Allison.kosto@montana.edu.
