I recently walked into a client’s conference room and smiled when I saw this sign on the wall:
No Objectives?
No Agenda?
No Ground Rules?
NO MEETING!
Most would read this sign and think: “Duh. I already know that.” But, knowing is different than doing. And just doing is different than skillful and conscientious doing.
Early in my career I was taught that starting a meeting well involves placing the “OARRs” in the water. (OARR is an acronym for Objectives, Agenda, Rules, and Roles). I learned the importance of opening a meeting by reviewing these elements:
Objectives: Create shared clarity about the outcomes the meeting is supposed to achieve (e.g., decisions, idea generation, shared understanding, etc.).
Agenda: Affirm how the conversation will be structured and how the group will be using its time. Great agendas encourage focus, putting people at ease.
Rules: Suggest and elicit buy-in to a simple set of shared agreements about behavior that will support the group in achieving the meeting goals.
Roles: Define the unique jobs people in the meeting will have (e.g., facilitator, recorder, subject matter expert, decision-maker, etc.)
Starting a meeting in this way takes about 8 minutes. Time well invested If you count the minutes wasted by people straying off topic, engaging in nonconstructive behavior (e.g., repeating what has already been said), and disagreeing about process.
In the same way that a troupe of fluid improvisational dancers needs to know where the stage begins and ends, OARRs are the minimum boundaries that help people understand why they are in a meeting and what is expected.
What is your best tip for starting a meeting off well?
OARRS is great! Thank you Larry — Ross
OARRs is a great guideline for meeting leaders and participants. My favorite way to start a team meeting.(smallish group of 4-8 participants who know each other and who meet regularly but not every day) is to do a go-around in which each person is asked to share something “new and good”’that is going on in their lives – personal or professional). Almost always there is news that the others were not aware of and are happy to celebrate. It does not take much time and gets the meeting off to a positive start.
Thanks. Basics are always worth practicing. Objective, Agenda, Rules, and Roles. Happy New Year! Let’s make 2020 great.
This is a great and easy framework — very useful. (Thank you, Larry!) In addition, I think employing a “parking lot” concept, for related issues that arise, but are not in scope for the mtg. — is valuable. It helps reassure participants that a related but not-on-the-agenda issue they view as important will be addressed at a future time, and is not “lost”.
This is an important suggestions Sharon. People need reassurance that if their ideas and questions don’t fit into the goals of the meeting that there is still a way to capture and return to these items. One caution — only use a “parking lot” if there is a sincere and disciplined approach to following up on those items. Otherwise, it can undermine the meeting leader’s credibility in the eyes of others.
Thanks, Larry! I like Beatrice’s addition – I too try to start meetings with “positive focus.” I also try to end every meeting with some expression of gratitude – ideally EVERYONE shares a gratitude.
Warm welcomes always help a meeting get off to a great start for me!
Thank you Jen — You and Paul both raise the importance of beginning with an emotionally positive presence — I think that includes conveying warmth, gratitude, and openness.
Cuidar siempre de los pequeños detalles ❤️