First I create a storyline for the meeting
When I am planning a meeting and expect controversy around certain hot topics, I dub the meeting “Wild West” in my mind beforehand. I visualize any drama playing out on a Wild West movie set. Putting the meeting dynamics into a “story” helps me discern what topics will invite conflict. In this way, I am able to ready myself to mediate the discussions. https://www.pexels.com/search/wild%20west/
Then I use these steps to plan the meeting
- Before composing the agenda, I visualize the space, even for a virtual meeting, and I picture the faces of the attendees.
- After reading through the materials and topics that will constitute new business, I visualize the face of the attendees once more. What points of disagreement may spark? At which points in the meeting will people need extra support or guidance?
- I write and send a brief agenda.
The most common way people give up their power is by thinking that they don’t have any.
-Alice Walker
I use these strategies to ensure that attendees are comfortable speaking up and that they feel their time is being well spent.
4. Within twenty-four hours of the meeting, I write an annotated version of the agenda for myself. I note the transition points and topics that could spark conflict, then ready myself with my own perspectives or mediation tactics.
5. After giving a warm welcome at the start, I indicate how long I think the meeting will last.
6. Although I use Robert’s Rules, I soften the meeting’s tone by using first names, really listening, repeating key ideas, and apologizing if a participant’s turn is missed or delayed.
7. I take minutes in my own words but send out the briefest version within one to two weeks.
TIPS FOR GIVING VIRTUAL MEETINGS
I end a meeting in three quick steps
8. I make brief announcements.
9. I profusely thank attendees for their time, energy and insights.
10. I state out loud the hour we have adjourned.
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When you can do the common things in life in an uncommon way, you will command the attention of the world.
-George Washington Carver
