To save these work tools to your computer – pull down the File menu and choose Save As … and give it a file name of your choice

Facilitate team activitiesArens’ work tools


Arens: Meeting mayhem / Arens used:
  • decision tool
  • action plan.

Problem

I am having problems keeping my team on track when we have meetings. Team members bring up issues that are not always related to what I want to talk about. Some people seem dominate the meetings and others don’t get a chance to get a word in. Sometimes four or five team members do not turn up for the meeting at all!

Up Front! Toolbox: Facilitate team activities—Arens’ work toolsPage 1 of 4

 ANTA 2004

To save these work tools to your computer – pull down the File menu and choose Save As … and give it a file name of your choice

Decision tool

Up Front! Toolbox: Facilitate team activities—Arens’ work toolsPage 1 of 4

 ANTA 2004

To save these work tools to your computer – pull down the File menu and choose Save As … and give it a file name of your choice

Action plan

Table: This is my action plan

What I want to achieve
(Outcome) / How I will go about it
(Action) / Who I need to involve/ consult
(People) / What resources do I need
(Physical resources) / Finish by date
Full attendance at the meeting / Circulate agenda before the meeting / All team members or stakeholders that need to attend / Email or internal mail system to circulate agendas / At least 1 week before the meeting
Meetings that achieve their expected outcomes / Set clear objectives / At least 1 week before the meeting and set out in the agenda
Take control of the meeting / Summarise frequently
Keep to the agenda
Monitor participation
Minimise destructive roles by monitoring group dynamics / All people attending / Whiteboard / At the meeting
Review the meeting / Were the meeting goals met?
Did people contribute?
Did I stick to the agenda? / Arens / Pen and paper / After the meeting

Review

This last meeting I held was much more successful. I was organised, everyone knew when, where and why the meeting was being held. They had plenty of time to prepare for the meeting and this actually made a difference to the level of contributions by the team members. By sticking to the agenda I was able to minimise dominant people taking control. This was a great relief because that allowed me to get on with what was on the agenda. I think I still have a little way to go in managing the group dynamic but being well prepared is certainly a good starting point.

Up Front! Toolbox: Facilitate team activities—Arens’ work toolsPage 1 of 4

 ANTA 2004