Encyclopedia of Leadership

HOW TO USE THIS LEADERSHIP TOOL

“The meeting must have goals, priorities, timeframes, task assignments, and evaluation to be effective. It will

have agendas, internal procedures, and rules to guide members toward their goals. Without these, any meeting

energy generated will be unfocused.”

—Richard Dunsing, YOU AND I HAVE SIMPLY GOT

TO STOP MEETING THIS WAY

Would your meetings benefit by having responsibilities more clearly assigned and roles more

clearly defined? Adapt and, if necessary, add to this list of meeting roles for your workgroup or

team. Use the workspace provided here to outline the roles and duties most needed for your

meetings.

WEB WORKSHEET

348 SECTION 11 TOOLS FORLEADINGMEETINGS

• State the idea you want the group to consider.


• Relate your idea to the discussion at hand.


• Support your idea with evidence.


• Ask meeting participants to respond to your idea.
  ❑ Follow through on decisions and action plans agreed to at the meeting.
  ❑ Capture participants’ thinking, preferably visibly on a flip chart, whiteboard, or other visible
  medium. [☛10.9 Visible Information]
  ❑ Clarify vague statements and unclear conclusions.
  ❑ Record, preferably visibly, all decisions, the rationale, and actions agreed upon.
  ❑ Prepare and distribute meeting minutes promptly (within a day or two after the meeting at the
  most).
  ❑ Be skilled in applying the principles and techniques of group process (e.g., organizing, goal
  setting, conflict management, brainstorming, problem solving, action planning, assigning
  responsibilities, questioning).
  ❑ Observe group process during the meeting and intervene with suggestions for improvement.
  [☛10.6 Group Leader Skills]
  ❑ Keep track of time, and assist the group with time management during the meeting.
  ❑ Help the group to start and end on time.
  ❑ Distribute the agenda and prework well in advance of the meeting.
  ❑ Ensure that the meeting facility and equipment are booked, set up, and ready to go.
  ❑ Ensure that meeting equipment and materials are available and ready.
  ❑ Ensure that refreshments are available.

Recorder

(scribe, minute

taker)

Process Advisor

(facilitator)

Timekeeper

Administrator

Organizer(administrator) Chairperson(meeting leader)