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Each group member should allocate a score ranging from 0 (worst meeting ever) to 10 (effective and efficient meeting where expectations were surpassed and progress was made). Evaluate – This final step supports the group to stay on track and improve future meetings.Consequently, the group should leave the meeting with a clear understanding of the purpose and focus of the next meeting. Plan Next Steps and Next Agenda – Based on what has been accomplished, the leader should ask the group to determine what the agenda items should be for the next meeting.Review meeting record – When the agenda items have been discussed, the leader should take the opportunity to quickly review what has been accomplished, the key actions and responsibility for follow-up.Steps 1 -3 and 5 -7 should take no longer than 5 minutes each, enabling an efficient, productive discussion focussed on the agenda items. Work through Agenda – The majority of the meeting should be devoted to working through agenda items.You may also wish to agree timings prior to the meeting to save time in the meeting The group should avoid over analysis of time slots – these can be renegotiated throughout the meeting depending on progress. Once the agenda items are agreed, a short time should be spent agreeing approximate time slots this should take no more than a few minutes. Best practice would be to ensure that all group members have an opportunity to contribute and agree agenda items beforehand. Review Agenda and Times – This should be a quick review of proposed agenda items and clarification of late agenda submissions.The facilitator will observe the meeting progress ensuring that all participants have an opportunity to contribute and that the group remains focussed on the agenda and the process. The role of facilitator can be challenging and may not be required for every group situation. Facilitator – As much as possible the group should identify someone with accomplished facilitation skills for this role.It is the responsibility of the entire group. It is important for group members to understand that management of time is not the timekeeper’s responsibility. Extra time can be borrowed from another item or tabled and discussed at a future meeting. It is then the leader’s role to check-in with the group to ensure the agenda item is concluded, or to determine if more time needs to be allocated. the timekeeper will call out “5 minutes left” at the halfway point, If an agenda item has been allocated 10 minutes: Once timings have been agreed for each agenda item, the time keeper should follow a rule of 50%. Timekeeeper – The timekeeper keeps everyone on track with agreed timings for each agenda item, whilst also making appropriate contributions to any discussion.It is also extremely useful for late arrivals: they can catch up via the notes, thereby avoiding the need for any recap. This minimises duplication that often occurs because people are busy thinking and may miss a contribution someone has already made. This means the notes are there for people to see and review before they add their thoughts. Recording on flip charts around the meeting room is encouraged. Recorder – The recorder role is crucial to ensure that key ideas, themes and actions are recorded for all to see.The leader’s role is to start the meeting, ensure that the agenda is followed with smooth transitions between agenda items and to conclude the meeting. It is also appropriate to rotate this role to support development of group members. The leader can be the person who called the meeting, or can ask for a volunteer to lead the meeting. Leader – The team leader role is not intended to be a power position, but rather a functional one.
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Assign Roles – There are 4 roles to be assigned:.There is also an opportunity here for introductions (new members/guest presenters) and for group members to highlight their reason for attendance. This promotes focus and clarity in the event of conversation drift, or if members feel lost in the process. Clarify Aim/Purpose – It is very important, at the beginning of the meeting, to clarify and agree the purpose of the meeting.