Basic Skills/ Fast Company/ Journal Project, Will R. Yliniemi  May 25, 1999

Fast Company #5, You Have to Start Meetings Like This by Gina Imperato, June 1999 Issue Fast Company, Page 204

Summary

The article written by Gina Imperato describes methodology employed by Micheal Begeman to enhance the effectiveness of meetings. Mr. Begeman delineates the science of making meetings more effective, and makes the statement that knowledge for effective meetings is available, but people havent learned it or dont bother to use it. The following points summarize Begemans concepts of making meetings effective:

Meetings are Work  and Great Meetings Take Lots of Work. Meetings must be designed. You think about it, plan it and design it. What people and processes will be utilized? How can we create agreement that meetings will be work, and how can we tap into the known fact that human beings are social creatures? We normally work in teams, and it is incumbent that teams have productive meetings. Design meetings with the same care that is apportioned to product design.

Different Meetings Need Different Conversations. Is the meeting designed around conversation for action, possibility, or opportunity? Clear definition of the type of conversation and the discipline required will establish purpose and keep participants on topic.

Always Play by the Rules (of Engagement). Most people come to meetings with a clear expectation of how other people should act. Participants will consider the meeting a good experience if their expectations are met. If you cannot define a clear objective within the first ten minutes, terminate the meeting. Establish rules of behavior and engagement to allow people a chance to design how they treat one another in meetings. Participants should know that not all meetings end with a firm decision.

Small Talk is a Big Deal. Schedule open time to encourage people to relate to one another. Specify an agenda item for social interaction.

Want Serious Meetings? Hand Out Toys! Begemen suggests that kinetic stuff in meeting rooms will help people relax and be more creative.

Even Good Meetings Can Get Better. Begeman suggests that for continuous improvement of meetings, an evaluative process must be implemented which asks simple questions, and solicits comments from participants. A written record of comments will provide ideas for future meetings and evidence of improvement. Reflection

I was intrigued with the simplicity of Mr. Begemans descriptions of how to conduct effective meetings. I found that most of his suggestions made sense. The article was very revealing in addressing the concepts of effective meeting preparation, conduction and communication.

Extension has a reputation as a meeting crazed organization. The reputation may not be fully warranted, due to the fact that many of our programming efforts are dependent on team building, planning and delivery processes.

After reading this article, I find myself evaluating the effectiveness of my meeting planning and conduction skills. Recently, I had the opportunity to test my meeting skills while planning and conducting a meeting for the purpose of organizing an agricultural tourism project with farmers and community leaders in Hubbard County. I followed Mr. Begemens principles of planning, definition of conversation, rules of engagement, social interaction and feedback.

Wow, the principles work, but require much more effort and organization prior to, during and after the meeting. Since this meeting required action conversation with stated decision making goals, I had to constantly remind both myself and the group that certain rules of engagement and expectation had to be met. By promoting social interaction the group was very relaxed and creative. I was very satisfied with the outcome and am stimulated to apply these principles in future meetings.

Discussion

After the meeting, I asked for comment and input from meeting participants as to how they felt about the way the meeting had been conducted. Most participants said they were pleased with how well the meeting was organized. They also were amazed at how much was accomplished and to what degree everyone had contributed to the conversation while remaining on task. This is a process that truly can bear fruit and one, which I will use in the future.

-- Anonymous, May 26, 1999

Answers

Will Yliniemi,

Great organization again. Well written.

If everyone complains about meetings, and we all seem to, then these ideas are very valuable. Well thought out and utilized.

-- Anonymous, October 02, 1999