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Leader, Facilitator, and Team Builder for the Committee
3. Meeting Management
Much must be accomplished in the limited time the committee is together on a typical study over the course of four to six meetings.
In planning a committee meeting, chairs should keep certain considerations in mind:
- Every meeting should have clear objectives derived from the study's work plan and from the progress of the project to date.
- Each meeting's agenda should be designed to support that meeting's objectives and should state those objectives clearly.
- The purpose, scope, and duration of every invited presentation should be defined before the presentation is requested.
- The meeting agenda should be lean and flexible since meetings often run short on time.
- Closed meetings or sessions of just the committee members and staff also should have specific agendas.
- Periodic breaks and committee socials should be scheduled to pace the committee's work and to promote effective working relations among the members and staff.
Many preparations are needed as a meeting is planned:
- Requests should be made in writing for every presentation to the committee. These requests should clearly indicate what the committee would like to know and the context for the information being sought, as well as the time that will be allotted for this purpose.
- Committee members should be sent reading materials for the meeting far enough in advance that they can be well prepared.
- The chair should be fully conversant with the meeting agenda and overall work plan.
Effective chairs have developed many ideas for managing meetings successfully:
- Be clear that all members are expected to be present for the entire meeting.
- Make sure that each speaker is aware of the time constraints on his or her presentation. Be strict in pushing along speakers who are taking too much time.
- Watch for members who are holding back their opinions and draw them into the meeting.
- Be quick to bring straying discussions back to the focus of the meeting.
- At the end of the meeting, note what was accomplished, what remains to be done, and what subsequent actions are to be taken by the committee members and staff.
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