Yesterday I ran over a list from Esther Derby on how to improve meetings when you’re not in charge. Funnily I had compiled a similar list at our company some time ago divided into participant improvement actions and moderator improvement actions for meetings. The list is thought as a motivation compiled of optional things I can do to improve the meeting. The basic principle behind this is that I am allowed to do this and that with the intention if I’m not doing these things, I should not complain about ineffective meetings. Here is the list. I appreciate any kind of feedback.
As a participant of a meeting I am allowed to
Preparation
- … ask for a meeting agenda
- … prepare contemporary for the meeting
- … decline an invitation
- … look forward to the meeting
Performance
- … ask for an introduction of unknown participants
- … reflect on the agenda and the goal of the meeting
- … visualize
- … value contributions of other participants
- … get clarification on contributions of other participants
Wrap-Up
- … offer appreciation to the moderator or facilitator
- … work through the protocol
- … reflect on the course of the meeting
- … discuss personal discomfort
As a moderator/facilitator of a meeting I am allowed to
Preparation
- … provide a meeting agenda
- … communicate intentions and goals of the meeting
- … choose participants wisely and personally get in touch with them
- … prepare myself for the meeting
Performance
- … feel responsible for the success of the meeting
- … welcome participants
- … repeat the goal and the agenda of the meeting and ask for feedback
- … help meeting participants work effectively and efficiently
- … remind participants on agreed conversation rules
Wrap-Up
- … ask for feedback on the grade of success from participants
- … thank everyone for the investment of their time and knowledge
- … take care to monitor follow-up actions
- … reflect on personal facilitation and moderation abilities