. . . offers enlightenment, based on practical real-world experiences rather than academic posturing!
Observation has shown time and again that meetings don’t succeed when one or more of the participants resent being there. They might take the view that based on previous experience no rational outcome will be achieved, so why attend? Possibly they know the personalities involved – or think they do. Possibly those personality perceptions are correct, but sometimes not. In any event, they just don’t want to be there.
A good chairperson should, prior to the meeting, make it unambiguously clear why everyone’s attendance at the meeting is valuable. If a particular individual has misgivings, then a personalised email is courteous and shows respect for the attendee.
Another common observation is the lack of faith that any outcome of that meeting is likely to be implemented. Again, this issue should be addressed out loud by the chairperson, possibly during or at the beginning of the meeting. Without these assurances, this may well mean that trust in the whole process will be fatally diluted.
Meetings also fail when a “wrecker,” who hides behind the facade of good intentions and works to an entirely different agenda, is not spotted early on. Either the chairperson fails to recognise them or lacks the resolve to address them head-on. This is absolutely crucial. Techniques for addressing this exist and will appear in a forthcoming article.
People frequently forget that having a meeting, in its ultimate form, is purely and simply to enable the participants to arrive at a decision. This is in marked contrast to what happens in many meetings where an opportunity to exchange information takes place. In the modern world, with digital communication, any preliminary information should be exchanged before the meeting. By doing this, the meeting will be as brief as possible. Remember that homework and debate are not the same!
- Homework is getting the data, analysis, facts, figures and opinions clear before you enter the meeting
- Debate happens during the meeting as a result of the homework
- Debate leads to decisions
- Meeting ends
Yes, it is that simple.
