Point Lookout An email newsletter from Chaco Canyon Consulting
Point Lookout, a free weekly email newsletter from Chaco Canyon Consulting
October 24, 2001 Volume 1, Issue 43
 
Recommend this issue to a friend
Join the Friends of Point Lookout
HTML to link to this article…
Archive: By Topic    By Date
Links to Related Articles
Sign Up for A Tip A Day!
Create a perpetual bookmark to the current issue Bookmark and Share
Tweet this! | Follow @RickBrenner Random Article

First Aid for Painful Meetings

by

The foundation of any team meeting is its agenda. A crisply focused agenda can make the difference between a long, painful affair and finishing early. If you're the meeting organizer, develop and manage the agenda for maximum effectiveness.

As the hour wore on, Geoff began to wonder why this meeting, too, had gone so wrong. Here they were, plowing over well-plowed ground yet again. With just ten minutes left in the hour, they still hadn't started talking about the Release Team's findings. Frustration was rising. Geoff wondered if perhaps this team just couldn't work together.

Have you ever been here?

To help your team achieve its potential, make meeting agendas crisp and focused. A solid, agreed-upon agenda gives your team a better chance to prepare, to stay on track and to maintain focus. Here are eight tips for improving agendas and how you manage them.

Circulate a draft agenda in advance
Working on a puzzleDraft an agenda and circulate it in advance. Because you probably aren't omniscient, ask attendees for their contributions. This builds ownership of the agenda by the team. Allocate time for each item. If you don't, how will you know if you're running late? Include a Draft "Not-Agenda" — topics that are off limits for this meeting.
First agenda item: review the agenda
Reviewing the agenda smokes out confusion, and helps solidify consensus about the agenda. With everyone on board, it's easier to manage digressions.
Allocate time for puzzles
Usually, we're reluctant to admit that we don't know everything. Time for puzzles gives people permission to surface confusions early, and helps avoid major problems later.
Limit in-meeting handouts
Circulating handouts during meetings wastes time. Often we have too much to read, and too little chance to digest it. Limit each handout to one side of one page. Circulate longer reports in advance by email.
No routine announcements
To help your team
achieve its potential,
make meeting agendas
crisp and focused
Shift routine FYI's, such as status reports, to prior-to-the-meeting email. Reserve meeting time for delicate or complex announcements, and for issues that require discussion.
Designate Someone as a Digression Detector
The Designated Digression Detector (DDD) signals a possible digression in a fun or humorous way — a bicycle horn, a New Year's noisemaker, whatever. On the signal, the meeting stops to decide if a digression has occurred, and whether to adjust the agenda, or make a note for a future meeting, or adjourn until further information is available.
Look in the rear-view mirror
Circulate the as-executed agenda as part of the minutes. By comparing the as-executed agenda to the pre-meeting agenda, you might be able to find ways to improve your agenda-creation process.
Learn from digressions
Use the notes of the DDD to develop future draft agendas. If an item repeatedly appears in the Digressions List, consider doing something proactive — apparently the team really wants to discuss the topic. That's valuable information, even if a discussion of the topic itself isn't really appropriate.

For more on agendas, see "An Agenda for Agendas," Point Lookout for May 25, 2005; and "Have a Program, Not Just an Agenda," Point Lookout for May 9, 2007. Go to top  Top  Next issue: When You're Scared to Tell the Truth  Next Issue
Bookmark and Share

Order from AmazonThere are lots of good references on running meetings and forming agendas, especially Michael Doyle and David Straus, How to Make Meetings Work: The new interaction method, Berkley Books, 1993. Order from Amazon.com.


101 Tips for Effective MeetingsDo you spend your days scurrying from meeting to meeting? Do you ever wonder if all these meetings are really necessary? (They aren't) Or whether there isn't some better way to get this work done? (There is) Read 101 Tips for Effective Meetings to learn how to make meetings much more productive and less stressful — and a lot more rare. Order Now!

Your comments are welcome
Would you like to see your comments posted here? Send me your comments by email, or by Web form.
About Point Lookout
Thank you for reading this article. I hope you enjoyed it and found it useful, and that you'll consider recommending it to a friend.

Point Lookout is a free weekly email newsletter. Browse the archive of past issues. Subscribe for free.

Support Point Lookout by joining the Friends of Point Lookout, as an individual or as an organization.

Do you face a complex interpersonal situation? Send it in, anonymously if you like, and I'll give you my two cents.

Related articles
More articles on Personal, Team, and Organizational Effectiveness:
Sleeping ducksAppreciate Differences
In group problem solving, diversity of opinion and healthy, reasoned debate ensure that our conclusions take into account all the difficulties we can anticipate. Lock-step thinking — and limited debate — expose us to the risk of unanticipated risk.

Two locksDiagonal Collaborations: Dazzling or Dangerous?
Collaborations can be very productive. There are some traps though, especially when the collaborators are of different rank, with the partner of lower rank reporting to a peer of the other. Here are some tips for preventing conflict in diagonal collaborations.

A spirited conversationDiscussus Interruptus
You're chairing a meeting, and to your dismay, things get out of hand. People interrupt each other so often that nobody can complete a thought, and some people dominate the meeting. What can you do?

My right foot. Arrow indicates the location of the break.My Right Foot
There's nothing like an injury or illness to teach you some life lessons. Here are some things I learned recently when I temporarily lost some of my independence.

The wreckage of the Silver Bridge across the Ohio RiverHyper-Super-Overwork
The prevalence of overwork has increased with the depth of the global recession, in part because employers are demanding more, and in part because many must now work longer hours to make ends a little closer to meeting. Overwork is dangerous. Here are some suggestions for dealing with it.

See also Personal, Team, and Organizational Effectiveness and Effective Meetings for more related articles.

Coaching services

I offer email and telephone coaching at both corporate and individual rates. Contact Rick for details at rbrenner@ChacoCanyon.com or (617) 491-6289, or toll-free in the continental US at (866) 378-5470.

Get the ebook!

Past issues of Point Lookout are available in six ebooks:
Reprinting this article
Are you a writer, editor or publisher on deadline? Are you looking for an article that will get people talking and get compliments flying your way? You can have 500 words in your inbox in one hour. License any article from this Web site. More info

Public seminars

Cognitive Biases and Workplace Decision-Making
For mCognitive Biases and Workplace Decision-Makingost of us, making decisions is a large part of what we do at work. And we tend to believe that we make our decisions rationally, except possibly when stressed or hurried. That is a mistaken belief — very few of our decisions are purely rational. In this eye-opening yet entertaining program, Rick Brenner guides you through the fascinating world of cognitive biases, and he'll give concrete tips to help you control the influence of cognitive biases. Read more about this program. Here's an upcoming date for this program:

  • MITRE, in Bedford, MA: October 21, Monthly Meeting, Boston SPIN.
     
The Politics of Meetings for People Who Hate Politics
ThereThe Politics of Meetings for People Who Hate Politics's a lot more to running an effective meeting than having the right room, the right equipment, and the right people. With meetings, the whole really is more than the sum of its parts. How the parts interact with each other and with external elements is as important as the parts themselves. And those interactions are the essence of politics for meetings. This program explores techniques for leading meetings that are based on understanding political interactions, and using that knowledge effectively to meet organizational goals. Read more about this program. Here are some upcoming dates for this program:

Managing Virtual Meetings for Real Results
LeadiManaging Virtual Meetings for Real Resultsng or participating in virtual meetings — teleconferences, Web conferences, video conferences, and more — is challenging. Miscommunications, misunderstandings, distractions, politics, and interpersonal conflict all thrive in the typical environment of the virtual team. We'll inventory the challenges virtual meeting leaders and participants face, and provide tools for anticipating and addressing them. The focus of this program is practical — attendees will learn concrete techniques for preventing and dealing with the problems that arise in virtual meetings. Read more about this program. Here's an upcoming date for this program:

The Race to the South Pole: Ten Lessons for Project Managers
On 14The Race to the Pole: Ten Lessons for Project Managers December 1911, four men led by Roald Amundsen reached the South Pole. Thirty-five days later, Robert F. Scott and four others followed. Amundsen had won the race to the pole. Amundsen's party returned to base on 26 January 1912. Scott's party perished. As historical drama, why this happened is interesting enough, but to project managers, the story is fascinating. Lessons abound. Read more about this program. Here's an upcoming date for this program:

Where There's Smoke There's EmailTroubled by email flame wars? Or a blizzard of useless if well-intended messages from colleagues and subordinates? Read Where There's Smoke There's Email. Check it out!
101 Tips for Effective MeetingsLearn how to make meetings more productive — and more rare.
Go For It: Sometimes It's Easier If You RunBad boss, long commute, troubling ethical questions, hateful colleague? Learn what we can do when we love the work but not the job.
Reader Comments About My Newsletter
A sampling:
  • Your stuff is brilliant! Thank you!
  • You and Scott Adams both secretly work here, right?
  • I really enjoy my weekly newsletters. I appreciate the quick read.
  • A sort of Dr. Phil for Management!
  • …extremely accurate, inspiring and applicable to day-to-day … invaluable.
  • More
52 Tips for Leaders of Project-Oriented OrganizationsAre your project teams plagued by turnover, burnout, and high defect rates? Turn your culture around.
My free weekly email newsletter gives concrete tips and suggestions for dealing with the challenging but everyday situations we all face.
A Tip A DayA Tip a Day arrives by email, or by RSS Feed, each business day. It's 20 to 30 words at most, and gives you a new perspective on the hassles and rewards of work life. Most tips also contain links to related articles. Free!
Ebooks, booklets and tip books on project management, conflict, writing email, effective meetings and more.
Comprehensive collection of all e-books and e-bookletsSave a bundle and even more important save time! Order the Combo Package and download all ebooks and tips books at once.
If your teams don't yet consistently achieve state-of-the-art teamwork, check out this catalog. Help is just a few clicks away!
Ebooks, booklets and tip books on project management, conflict, writing email, effective meetings and more.
SSL