You Can Make Meetings More Productive

BY MIDDLEWEB ·

PUBLISHED 03/18/2024 · UPDATED 03/18/2024

By Ron Williamson & Barbara Blackburn

Educators often find themselves navigating a maze of meetings—ranging from staff and parent meetings to sessions with other educators—that can consume much of their time. Ron Williamson and Barbara Blackburn offer practical advice in their article on MiddleWeb on making meetings more productive, emphasizing the importance of thoughtful planning and implementation. They argue that a well-conducted meeting should only be held if it has a clear purpose and substance, advocating for the cancellation of meetings that lack these elements to give participants the gift of time.

A key to effective meetings is establishing operational norms, such as setting and adhering to firm start and end times, arranging seating to facilitate open discussion, and deciding on how to maintain a group memory of discussions and decisions, possibly through technology or note-taking. The authors recommend fostering a collaborative discussion environment by allowing adequate wait time for responses, asking open-ended questions, and ensuring everyone has the opportunity to contribute. They also suggest using a "parking lot" for off-topic questions or items, which can be revisited later if time permits.

Central to the planning of a productive meeting is clarifying its purpose. The authors point out that many meetings suffer from a lack of clarity regarding their objectives, whether it's to explore options, make decisions, or simply gather input. They stress the importance of having a well-defined agenda that is developed collaboratively when appropriate and allows for adequate discussion time to inform decisions.

Determining who has the decision-making authority is crucial for avoiding misunderstandings and mistrust. The article highlights various decision-making models and stresses the importance of clarity in this area to prevent scenarios where decisions made by consensus are overridden by leaders, leading to a loss of morale and credibility.

Williamson and Blackburn also touch on the use of social media tools to enhance meeting productivity, citing examples like Doodle for scheduling and PBWorks for collaboration. They conclude by emphasizing the need for interactive meetings that engage every participant, fostering ownership and ensuring the success of the meeting process.

By focusing on clear objectives, engaging discussions, and transparent decision-making processes, educators can transform meetings from time-consuming obligations into productive, purposeful gatherings. This article serves as a guide for educators seeking to optimize their meetings, making them more effective and beneficial for all participants.

Source: MiddleWeb, "You Can Make Meetings More Productive," published March 18, 2024.

Original article

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Prepared with the assistance of AI software

OpenAI. (2024). ChatGPT (4) [Large language model]. https://chat.openai.com