FREE online courses on Effective Meeting Facilitation - Think Before You
Meet - How much time will each item realistically require
To achieve the desired meeting outcome, what must we do
during the meeting? And how much time will each item realistically require?
Knowing the purpose of the meeting is a first step in
structuring the agenda. Having a firm idea of where you want to be by the end of
of the meeting suggests what must be covered during the meeting. Do we need to
review last year's budget? Do we want to create a common vision of our
organization in the year 2020? If we want consensus on four short-term goals,
how can we both inspire creative thinking yet maintain a sense of reality?
Each step in reaching the desired meeting outcome is thought
through carefully to determine the amount of time needed.
-
Establish how long the meeting is to last
- List
the agenda items that need to be covered or process steps that need to occur
-
Estimate how long each item will take factoring in time for dialogue
- Leave
about 15 minutes minimum at the end for summary and agreement on what comes
next.
If, after following the above exercise, the agenda clearly
requires more time, revise accordingly. Adjust the length of the meeting (and
let participants know), or cut back on what you expect to accomplish. Keep in
mind that critical thinking requires more time than typically allowed for in
meetings, especially if there is controversy. Opportunities to voice an opinion,
ask questions, and explain reasons behind positions are key to developing and
achieving consensus on a plan. Shortcuts at this point could cause looping back
or gridlock farther down the line.
