RL Handout - Collaborative Decision-Making - Meeting Management
Collaborative Decision Making
Effective Meeting Steps
Outline Purpose, Participants, And Outcomes
Clarify the purpose of the meeting.
Communicate this to team members prior to scheduling.
Ensure the right participants are invited.
Create And Share A Detailed Agenda
Include topics, leaders, and methods for discussion.
Distribute at least one day in advance for preparation.
Establish Clear Roles And Procedures
Assign distinct roles (facilitator, minute-taker, etc.).
Rotate roles to distribute leadership and avoid confusion.
Make Time For Team Building
Foster connections among team members through norms and activities.
Regular check-ins help maintain rapport and address challenges.
Use Tools To Manage Participation
Implement techniques to encourage equal participation.
Utilize varied tools to maintain engagement and reach diverse learners.
Build In Check-Ins
Schedule moments to assess the meeting’s progress and adjust as necessary.
Simple methods: thumbs-up/thumbs-down, polls, or silent signals.
Document The Meeting
Ensure minutes capture key points, decisions, and next steps.
Maintain a consistent format for clarity.
Determine Next Steps
Spend final minutes identifying actionable next steps and assigning responsibilities.
Review whether meeting goals were met.
Evaluate The Meeting
Foster a feedback culture for continuous improvement.
Utilize tools such as "Ticket to Leave" or "Roses and Thorns" for feedback.
Share Meeting Notes
Distribute notes to all participants and those absent.
Use consistent storage solutions for easy access (Google Drive, Dropbox).
Additional Tips for Meeting Structure
Consistency in Meetings
Establish routines regarding location, timing, materials, and communication to streamline processes.
Agree on the frequency of meetings and ensure accessibility for all team members.