Guidance for Leading Meetings

This chapter provides brief guidance on leading meetings:

  • Plan an agenda that can be accomplished in the time allotted for your meeting

  • Prioritize agenda items by placing the most important items first and items of lower importance later

  • Consider estimating the time allotted for each agenda item and enlisting a timekeeper

  • Ensure the meeting has an appointed notes-taker (who understands the role and format required for minutes)

  • Start meetings on time and end meetings on time

  • Establish “ground rules” for the meeting

    For example, only one person talks at a time, everyone refrains from side conversations, the leader sticks to the agenda, everyone follows time allotments for agenda items, everyone shows respect for others, etc.

  • Ensure an attendance list is recorded for the minutes

  • Ensure minutes are published after the meeting in a timely fashion (within two weeks and prior to the next meeting)

  • Use the consensus decision-making process as an alternative to voting

  • The consensus decision-making process is a decision-making process that not only seeks the agreement of most participants, but also resolves or mitigates the objections of the minority in order to achieve the most agreeable decision (refer to the Handbook for the Consensus Decision-Making Process (I121) for more details)

  • When consensus cannot be reached remind participants of the options for progress, such as the unanimity minus two (or U-2) rule, modifying the proposal, and options for dissenters to declare reservations or stand aside (refer to the Handbook for the Consensus Decision-Making Process (I121) for more details)

  • Be prepared to deal with difficult behaviors and the people who exhibit them

    Some suggestions for tackling such individuals:

    • Meet individually with people before the meeting to discuss what behaviors they might stop and behaviors they might continue to contribute to a successful meeting

      Be clear about what you need while asking them how they can help you accomplish your goals.

    • Meet with other group members who have a history of responding inappropriately to disruptive behaviors

      Discuss how they can confront the behavior calmly and honestly, keep to the agenda, and avoid encouraging further disruptive behavior.

  • Talk at a break with people who seem to be seeking attention by their behavior

    Give them feedback in private as to how their behavior affects you and how you think it affects the group. Ask for their help in improving the situation.

  • Draw out non-contributing attendees by asking their opinion and complimenting them after they have spoken

    Some facilitators begin with an activity that solicits every person’s opinion such as issues they have on a particular topic. This makes it easier for more reticent attendees to contribute later.

  • Keep everyone focused on the agenda

    If attendees focus on small points and miss the larger picture, refer again to the agenda. Request that distracting issues are set aside for later discussion (e.g., on a white board).

Operational Requirements

This section contains a number of requirements for managing operations of a Forum/Work Group:

  • Announce face-to-face meetings at least 30 days in advance:

    • All meetings have to publish minutes

    • Use a calendar (such as the Plato events diary)

  • Develop an annual plan and roadmap of deliverables for each year (or two-year period):

    • An effective technique is to maintain this as a Spotlight presentation

    • Based on member proposals

    • Based on member consensus

  • Work to the plan and roadmap of deliverables, report regularly on progress, and update

  • Maintain an Issues List:

    • A list of issues where no consensus has been reached; a way to “park” an issue

      For example: Issue identifier: How to best organize the specification, should it be a single monolithic document or split into modules?

  • Maintain a Consent List (decision log):

    • A list of key decisions

      For example: Identifier: AGREED. New feature xyz should be incorporated into the specification.

  • Maintain a Document Repository:

    • A register of Forum/Work Group documents

    • Use a Plato site, with categories for different types of document

    • Enable all members to upload materials to it

    • Ensure all minutes and meeting materials are posted