Here is a follow-up to the Infographic How to Design a Meeting in a collaborative work environment. This installment focuses on what to do when planning and running a meeting in a collaborative work environment. Next time, the DON’Ts.
Work with attendees to co-create a prioritized agenda so everyone understands the purpose of the meeting, their role in it & what to expect. That means that the agenda isn’t owned by the https://www.seriousinsights.net/management-by-design/meeting leader, but by the people attending the meeting. Co-creation is a central premise in Management by Design. This design rule helps ensure that everyone gets what they need out of the meeting, and if they don’t get it, they understand the priorities or time constraints that took their item off the agenda (and hopefully, they see it already posted to a future agenda). If you want to keep people engaged in a meeting, then make the meeting their meeting—not just by saying stupid things like: “Hey, guys, this is your meeting.” —but by taking the time before the meeting to really co-create the experience.
- Develop rules of engagement for physical & virtual attendees. If you are on a phone, especially a cellular phone, you can often feel very detached from a meeting. Between noise, being ignored, or not being heard very well, it’s hard to blame your teammates for some less-than-optimal engagement. Think about rules like the following:
- If you can’t really be in the meeting, don’t be in the meeting. If you are driving, and trying to communicate with team, you are a distraction, not a contributor—and a potential safety risk. If a person’s participation is critical, schedule the meeting around their ability to be someplace where they can really contribute.
- Set the expectation that if you are on a cellphone driving or in noisy place, and you still feel like listening in, then that is what you get to do: listen. No one is going to reach out and ask for input or chat with you to be inclusive. This should offend because the rule is agreed upon before the meeting. When you attend in listen mode, put the phone on mute and take good mental or physical notes to ask in the workspace after the meeting.
- If you are logged in and have a good quality line then you are a full participant. The team needs to make time to check-in with you on open discussion, feedback and decisions, as it is often hard to cut into a meeting as a remote person. If you are using realtime meeting software (and you should be), pay attention to attendee status and questions coming in from online participants.
If you have acquired and deployed a collaboration environment that includes a central repository as well as remote meeting management software, you should use them for every meeting. Don’t have some meetings that are phone calls, and others that use one or the other technology. Consistent use of your collaboration technology will provide you with a better meeting experience, improved digital asset management, less lost time and lost information, and a more skilled workforce. Yes, people will need to learn some new skills and practice them, but that should make the design more intriguing at the start.
uploaded by wagg66.