Tweet

Master Your Game: Meeting Process Design

Guest post by: Jacque Small

Article Overview: After establishing and communicating the agenda to participants (see previous issues), the second step to conducting an effective meeting is designing the meeting process.* Designing the process means considering the meeting objectives, the scope of the topic, the discussion stage for each topic and the available time. Specifically, this article discusses strategies for managing the group size, thinking activities and discussion time.

Master Your Game: Meeting Process Design

After establishing and communicating the agenda to participants (see previous issues), the second step to conducting an effective meeting is designing the meeting process.*

Designing the process means considering the meeting objectives, the scope of the topic, the discussion stage for each topic and the available time. Specifically, this article discusses strategies for managing the group size, thinking activities and discussion time.


Managing the Group Size

Assess the appropriateness of the meeting size. Each topic area for the meeting may need a different group size according to the nature of the topic and the thinking activity involved.

Consider dividing the main group into sub-groups. Some benefits of sub-groups:

provides safety for quiet members
appropriate for discussing sensitive topics
members could choose the topic area of interest to them.

If you have a large group and several topics, use sub- groups to discuss each topic then have each group make a presentation to the larger group when it reconvenes.


Designing Thinking Activities

Various thinking activities can be used throughout the discussion of each topic. Try these activities:

• Visioning. Ask: What would an ideal outcome look like?
• Brainstorming. Engage participants and make a list of ideas.
• Categorizing. Organize a list of ideas into topic areas.
• Prioritizing. Consider potential alternatives and assign priorities.
• Pros & Cons. Analyze the ideas presented.
• Question & Answer. Ask questions of the persons presenting their ideas.
• Challenging Assumptions. Have the speaker explain his or her assumptions.
• Researching Facts. Ask: What information do we need to know to make a decision?
• Creating Scenarios. Explore potential alternatives that may take place.
• Gap Analysis. Analyze the current state compared to the desired future state.
• Force Field Analysis. Analyze the forces (resources, skills, attitudes) contributing to the solution and the obstacles (barriers, problems deficiencies) to overcome.
• Planning next steps. Ask: Where do we go from here?
• Evaluating the Meeting. Ask: How effective was this meeting? What do people take away from the meeting?



Putting it Together: Sequence and Timing

The strategic use of various meeting elements results in an engaging, successful meeting. For a meeting with a topic that is in the information gathering stage, a likely sequence of activities might look like this:

• Brainstorming. Ask groups of three to brainstorm for 10 minutes then regroup to share ideas for 15 minutes.
• Categorizing. Have three members of the group categorize the items from the brainstorming while the rest of the group takes a break for 15 minutes.
• Prioritizing. As a group, select the top five categories for further discussion. Provide each member with five sticky notes and have them stick the note beside the categories of highest priority. 5 minutes.
• Open Discussion. Discuss each of the top five categories for 10 minutes each.

Sequences like this preserve the group's attention and concentration, resulting in more productive meetings.

Notice that in the above example each item has a time limit. To create a sense of focus and urgency, allocate a time frame to each thinking activity.


The Bottom Line: Rate Your Meeting Design

At the end of the day, what really counts is how well you accomplished your objectives. Ask yourself these questions:

• Is there clarity for each topic as to how that item will be managed?
• Are time limits set for each agenda item?
• Are group members fully engaged in the discussion?
• Are all members taking responsibility for action items and follow-up?
• How would you rate the pace of the meetings?

If you are happy with your responses, congratulations. You have indeed mastered your game.

Next month, we discuss Group Decision Making Processes, the final topic in this series.

Wishing you effective meetings,
Jacque Small

*Adapted from a Facilitator's Guide to Participatory Decision-Making, Sam Kaner, Lenny Lind, Catherine Toldi, Sarah Fisk and Duane Berger

Related Articles
  Master Your Game: Introduction
  I Hate MBAs/Redux
  Four Simple Prep Steps to Make Every Meeting a Win-Win
  Changing the Game
  Be Impressed, Grasshopper, Not Impressive

Article Tags: clarity, effective meeting, focus, participants, vision



Related Forum Posts
The Game Inventor's Guidebook - by Brian Tinsman, 2002 I checked this out of my local library today and its pretty interesting... didn't address what I wanted to know, which was how to actually design an online gaming system (indeed this doesn't cover online games at all), but for board games etc. it's pretty good. Here's the TOC: 1. How they diid it: Trivial Pursuit Magic, the Gathering Dungeons & Dragons Pokemon Trading Card Game Interview with an inventor Interview with a publisher 2. How the industry works 1. What's in it for you 2. How new games happen 3. Anatomy of a publisher 4. Markets for games 3. Games and companies you should know 1. Mass market games you should know 2. Mass market companies you should know 3. Hobby games you should know 4. Hobby companies you should know 5. American specialty games and companies you should know 6. European specialty games and companies you should know 4. Self publishing 1. What am I getting into 2. Before you print 3. After you print 5. Selling a game step by step 1. How to invent a game 2. Game design 3. Game development 4. Targeting publishers 5. Before you submit 6. Eight submission strategies 7. Contacting publishers 8. Protecting your property 9. What to do if they don't say yes 10. What to do if they do say yes! 11. The game industry's dirty little secret 6. Resources and examples Publishers and mnufacturers Distributors Brokers Game conventions and trade shows Industry publications Sample query letter Sample record of disclosure Sample licensing agreement Sample option agreement
MLM Master Distributor Needed - Hi, We are launching a brand new MLM company this month and we need to bring on a Master Distributor to launch the company. If you have built a large downline, we want to talk with you asap. This position will be at the forefront of the company, and we are considering giving this position overrides on all company sales. Note, this is a one-time offer to interview with us as our initial Master Distributor positions will no longer be available. If you believe you are capable of helping please contact me here: skipsanzeri@yahoo.com Please send along any detail about downlines you’ve built including size etc. Thanks Skip
Re: Top Banner Help - [quote:35xjo6uq]Good job on the banners BennyBoy![/quote:35xjo6uq] No probs:) I agree Online Marketing and Publicity Search Engine Optimization - Web Design and Programming Blogging also may be... Web Design Tutorials Looking to Hire - jobs section Interesting Articles / websites
Re: How do you budget your life? - Here is my financial management categories for today: 15% Long Term Savings; 10% Home Expenses; 45% Business and Marketing charges; 10% Friends (Meeting); 20$ Scientific and Law Books. But this will change when it is August or September. Orxan
Importing from Russia - Hi Master - should you not have some idea of what you want to import? This would make the search easier to find someone.


Share this article with your friends. Fund someone's dream.

Leave a comment below or share on the left and you'll help support entrepreneurs in Africa through our partnership with Kiva. Over $50,000 raised and counting - Please keep sharing! Learn more.

Tweet

Newsletter

Get advice & tips from famous business
owners, new articles by entrepreneur
experts, my latest website updates, &
special sneak peaks at what's to come!

Name:
Email:

Popular Articles

Presenting Yourself With Impact at Work

How to Set Sales Goals that Work

Five Ways to Show Honest Appreciation

Suggestions

Email us your ideas on how to make our
website more valuable! Thank you Sharon
from Toronto Salsa Lessons / Classes for
your suggestions to make the newsletter
look like the website and profile younger
entrepreneurs like Jennifer Lopez.