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Basic meeting techniques
making meetings enjoyable - easy and inclusive. (not only a space for the loudest/bravest/most egocentric few, but a space for sharing the thoughts and experiences of all and everyone..)
and -if you haven't already- please have a look at tsolife.org for further skills in having pleasant meetings.
**** BEFORE THE MEETING
Preparations
Preparation group - Prepares the agenda;
Who has something to talk about at the meeting, and what is it about? The preparation group makes sure that the person in question has prepared an introduction for what s/he wants to talk over and has suggestions (as concrete as possible) for how the issue should be treated (discussed). The preparation group should also look up who the meeting facilitators (these shift from time to time) are going to be.
Useful questions for the preparation group
1. What is the purpose of the meeting, why are we having the meeting
2. Goal of the meeting, what results should we achieve, what decisions should we make
3. What documents are needed during the meeting
4. Where/in what place should we hold the meeting
5. How much time do we need
6. Agenda
The meeting participants should receive information about the above mentioned things, well before the meeting.
**** MEETING FACILITATORS
In order for meetings to function smoothly, they require good facilitation. Facilitation is an important skill that can be learned and practiced. If utilized properly, it allows for more democratic participation in meetings and workshops.
1. Meeting mediator ---
A sort of chairperson whose mission is to structure the meeting, present the agenda, keep a speakers list and distribute speaking turns and sees that the meeting doesn't get stuck in endless debates. The meeting mediator also makes sure that everyone in the group gets to express their opinion.
2. Time keeper ---
Keeps an eye on the time. It's common to decide how much time each issue on the agenda is going to take, the time keeper makes sure that this is followed and can also keep an eye on how long people are speaking; is someone talking all the time? Is someone not saying anything? Also responsible for time during breaks and smallgroup discussions.
3. Atmosphere facilitator ---
Prevents bad atmosphere by suggesting breaks, games, tea/coffee or whatever. Some groups also has a person responsible of preparing snacks..
4. Snacks facilitator!..
5. The secretary ---
Writes the protocol, writes down the decisions made but also different suggestions, especially if the group doesn't come to a decision and if there's a disagreement on a decision (write down how many voted for and how many voted against)
6. The adjuster(s) ---
1-2 persons who reads through and signs the protocol after the meeting. Should also make own notes and can complement what the secretary has written.
7. Oppression observer(s) ---
Everyone should pay attention to other's, but especially to their own, behaviour. Don't use methods of domination! Respect each other, listen to the person talking, don't interrupt, don't have private discussions going on at the same time, avoid criticising a person directly.
**** DISCUSSION FORMS
1. "Beehives", 2 persons discussing together, after that a round or an open discussion.
2. Rounds, everyone tells their opinion, no interruption or commenting while a person is talking
3. Smallgroups, discussion in smaller groups, afterwards the groups give reports on what they've come up with.
4. "Arena", for larger gatherings, first discussion in small groups, then a person from each group sits in the middle of a large circle and talks to the representatives of the other groups. The others from the same group can break in if they feel that something wasn't represented correctly.
5. Open/free discussions, speakers list
**** DECISION FORMS
1. Consensus, everyone has to agree.
If there is a disagreement, people should be open to compromise and renegotiate.
2. Majority decision, the majority agrees
3. 2/3 (67%) agrees
4. 3/4 (75%) agrees
**** THE MEETING
1. The meeting is declared open
2. Choosing of meeting facilitators (should already be decided)
3. Accepting of the agenda
4. The agenda
5. Next Meeting, choose preparation group, facilitators. Write down suggestions of issues to debate and who will take the responsibility for each issue etc
6. Evaluation of the meeting, for instance, by using a round