Table of Contents >
Part E. Leadership, Management, and Group Facilitation
Chapter 16. Group Facilitation and Problem-Solving >
Section 1. Conducting Effective Meetings >
Tools & Checklists - A checklist that summarizes the major points contained in the section. >
Conducting Effective Meetings | |
|---|---|
Tools & Checklists |
Contributed by Gillian Kaye Edited by Bill Berkowitz |
Checklist
Checklist
1. Meeting Checklist: important points to remember before, during and after your meeting.
2. Checklist for Meeting Minutes: what to include in your next meeting minutes, adapted from the Human Resources manual "Meetings that Matter" at The University of Kansas.
3. Meeting Evaluation for Leaders Checklist: A checklist of items for leaders to evaluate the effectiveness of their meetings, adapted from the Human Resources manual "Meetings that Matter" at The University of Kansas.
4. Meeting Evaluation for Participants Checklist: A checklist for meeting participants to evaluate the effectiveness of meetings, adapted from the Human Resources manual "Meetings that Matter" at The University of Kansas.
_____There is a written agenda which everyone had received a copy of in advance
_____Copies of the agenda available for everyone or there is a large piece of newsprint in the front of the room with the agenda written on it
_____People feel welcome and valued. Remember to not open the meeting by saying "Where is everybody?" but instead, thank those who did give up their time to participate.
_____The routine reports are kept brief. Remember to have them written up and sent to members before the meeting.
_____Prime time is given to planning further action on important issues and/or projects
_____You have made time for announcements, special requests, etc., for the end of the meeting
_____The meeting is focused on real problems rather than being a gripe session
_____The meeting begins and end on time (so members with family and other responsibilities can plan their time)
_____Each member of the group is treated with respect, despite differences in viewpoint, age, experience, sex, race, income and formal education
_____You have assigned responsibilities for each decision made
_____You have set plans and a tentative agenda for the next meeting
_____You have gotten feedback about the meeting
_____People stay around and talk after the meeting
CHECKLIST FOR MEETING MINUTES
_____When did the meeting take place (Date & Time)?
_____Include the participant's name and title.
_____Discuss each agenda topic covered briefly.
_____State the issues brought up.
_____What ideas were offered and who offered them?
_____What solutions were agreed upon?
_____What assignments were made and to whom?
_____What deadlines were stated?
_____What follow-up actions will be taken after the meeting? Who is responsible?
MEETING EVALUATION FOR LEADERS CHECKLIST
Prepare thoroughly.
_____State the purpose and goals of the meeting.
_____Circulate an agenda in advance of the meeting.
_____Invite the people needed to accomplish the goals.
_____Did you use pre-meeting discussions to ensure participants were prepared?
Confront the issues.
_____Lead the group through the issues.
_____Take a stand on tough issues.
_____Seek definition of the solution.
_____Bring the meeting to the point of decision.
_____Ensure that assignments are made and deadlines set.
Perform the way you wanted to.
_____Establish and adhere to participation guidelines.
_____Be firm and assertive, yet, at the same time, fair to all participants.
_____Encourage others to speak out and state their new ideas.
_____ You are open minded to the possibilities when new ideas are expressed.
_____Adhere to the start and stop times.
Follow-up your leadership.
_____Confirm assignments and deadlines by memo.
_____Confirm assignments with the individuals supervisor if the individual is outside your reporting chain.
_____Distribute minutes of the meeting within 48 hours.
_____Acknowledge help and significant contributions by others.
_____Identify ways to improve your leadership next time.
MEETING EVALUATION FOR PARTICIPANTS CHECKLIST
Prepare thoroughly.
_____Know the purpose and goals of the meeting.
_____Obtain an agenda in advance of the meeting.
_____Determine what is applicable to your position and department.
_____Formulate a position on each agenda topic.
_____Develop a rationale for your position, addressing the pros and cons.
_____Develop a compromise position.
Confront the issues.
_____Speak out and state your position when the opportunity presents itself.
_____Support your position with facts.
_____Employ tact.
_____Include the input of others when warranted.
Perform the way you want to.
_____Help the leader achieve the meeting's purpose.
_____Be an active listener and speaker.
_____Volunteer for assignments.
_____Speak briefly when making your points.
_____Contribute your ideas in response to presentations of others.
_____Clarify the assignments & deadlines for which you are responsible.
Follow-up your participation.
_____Begin immediately on your assigned task.
_____Meet with other participants to follow-up discussions as needed.
_____Acknowledge help provided by others.
_____Identify ways to help improve your participation next time.
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