Meeting Process post.title

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Decision Format: Consensus Agreement Building

Roles

Facilitator

Purpose: Make sure the process runs smoothly and keep time. Effective facilitation involves a blend of emotional intelligence, problem-solving skills, and "active listening".

Responsibilities

• Set the Tone: Establish the meeting atmosphere. Create an environment where everyone feels comfortable sharing their thoughts and ideas.
• Keep Everyone Aligned: Ensure that the meeting stays on track by following the agenda. Help prevent discussions from veering off-topic and keep participants focused.
• Encourage Participation: Encourage active participation from all team members. When everyone contributes, discussions become richer and decisions are more inclusive.
• Assign Action Items: Stay alert for any decisions that require action and ensure that a real person is assigned to the action item.
• Read Nonverbal Cues: Interpret the body language and subtle cues of participants. Know when to delve deeper into a topic or move on, based on participants’ reactions.
• Summarize Input: Summarize what each participant has just said in order to make sure everyone understands it. Also every few minutes, summarize the general sentiment around what is being discussed (the "sense of the meeting").

Presenter

Purpose: Present the content of the topic under discussion.

Responsibilities

• Prepare and Deliver a presentation: Prepare content for the meeting. Create a presentation tailored to the audience’s needs, interests and expectations. Ensure that the content is clear and relevant to the topic.
• Define Objectives: Before the meeting, establish clear objectives. What do you want to achieve as a result of this meeting?
• Research and Gather Information: Delve into relevant information and data. Support your points with facts, statistics, and examples. Thorough research ensures credibility, enhances the presentation’s impact, and maximizes the chances for a successful outcome.

Note Taker

Purpose: Keeps relevant notes about each discussion. A note taker captures essential information and ensures effective communication of discussion outcomes.

Responsibilities

• Summarize Agenda Items: Summarize the key points discussed for each item on the meeting agenda. This includes what was talked about and any outcomes or decisions made.
• Record Action Items: Record each action point and note the due date.
• Document Team Ideas: Jot down any particularly good suggestions that can be followed up later.
• Note Key Questions and Answers: Document Important questions raised during the meeting. If there are open-ended questions requiring follow-up, make a special notation.
• Track Decisions: Ensure that decisions are recorded, including next steps and outcomes.
• Archive the Meeting: Format the meeting notes for easy reading and save them.

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Meeting Process

Before the Meeting

• Assign a facilitator
• Create an Agenda
• For each topic on the agenda, assign a presenter. The facilitator should communicate with each presenter to get a sense of the topic, the objective of the presentation, and how much time is likely to be required.

At the meeting

• The facilitator opens the meeting and sets the tone.
• For each agenda item:
  • The facilitator Introduces the item and communicates the objective of the discussion.
  • The facilitator then passes the baton to the presenter.
  • Depending on the objective, the facilitator waits for a definitive “sense of the meeting” or for the allotted time to run out.
  • If time runs out before a definite “sense of the meeting” occurs, the facilitator ends the discussion and adds the topic to the agenda for the next meeting.
  • If a definite “sense of the meeting” occurs, the facilitator summarizes the sense of the meeting and gives participants one last opportunity to raise concerns.
  • The facilitator then advances to the next topic.