Would anyone have any tips on how best to run a planning meeting so that it does not turn into total chaos? Would you have one long meeting with all parties or do you split it up in several meetings (function by function)? Do you structure it by phase?
Any suggestions welcome.
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Frank WintersPhotographer and ConservationistSandwich, Ma, United States
First of all don't have any meetings just to have a meeting. In other words be certain the meeting has a purpose and specific objectives to accomplish. Ask yourself, is the meeting necessary?
Secondly, have an agenda that makes the purpose and objectives clear to all. Have someone take minutes to document major discussion points, action items and decisions.
Thirdly establish rules of behavior for the meeting. Most organizations have a set of meeting rules that form a framework for meeting behavior. Rules of common courtesy and mutual respect need to be restated at the beginning of every meeting. Some companies have their meeting rules posted on the wall.
Some rules that are not as obvious as others are "No heat seeking missiles" -- don't blast others with personal comments -- "Be there!" don't mentally leave the meeting, even if you disagree with something that was said -- "Be brave and participate" speak up and express your opinion.
There is a web site with good basic advice regarding meetings -- www.effectivemeetings.com. One piece of advice from that website is to use an outside facilitator for sensitive meetings. This is good advice -- especially if your organization does not have a history and culture that encourages good meeting behavior and results. Using professional facilitator can provide an example that will help your company get its meeting act together so future meetings will tend to run more smoothly. Saving Changes...
