Page 11 - 2019 December E-issue

• Handle disruptions • Communicate the extra time to the attendees
Sum up topics • Gain consensus to go into overtime
• Give choices
The most important part of a meeting is its start. Here are some If overtime is not an option, determine what agenda items will be
things you can do as the chair to get things started well: missed and plan an alternative way of getting the information to the
attendees.
• Greet your participants
Introduce who you are Personality Conflicts
Introduce special guests Sometimes when people come together in a meeting, there can be
• Explain housekeeping items contentious conflict. This is never acceptable, but it does happen.
Present Agenda If so, we suggest you try the Stop, Drop, and Roll method of
• Open with “rules of the meeting” eliminating conflict in your meeting:
Stop:
Keeping It On Track Stop the conflict by intervening and making a statement that
Weve all been in meetings that get derailed either by hidden acknowledges the conflict. Do not become frustrated yourself. Avoid
agendas, confusion, lengthy discussions, or a whole host of other taking sides. Never yell.
disruptive situations. As the chair, it is your responsibility to get and Drop:
keep a meeting on track so that it achieves its purpose. Here are Instruct parties to drop the discussion for now and regain their
some ways to do it: composure.
• Set expectations with all participants about focus versus Roll:
disruption Roll into a break. Even if you just got back from one, take a break
Time each presenter and send the participants away for a moment.
• Overcome fear of interrupting
Politely warn people time is nearing Finishing
Whether finishing an agenda item or the whole meeting, a good
Using your agenda can also help keep a meeting on track. Make chair will clearly draw things to a close. Here’s what you should do to
sure your agenda, successfully end a topic or a meeting:
divides topics into Decision/Discussion items, Recap all issues
stick to only topics listed on the Agenda, and Call to vote
• uses a “Parking Lot” for topics that require follow-up after the Sum up resulting decisions, actions, policies
meeting. • Answer any questions from the Note-Taker or scribe

Impolite Behavior Meetings are often the most effective communication tool we have
Dont allow impolite behavior such as people running in and out of but if they are not run well, it is a waste of time and money.
the meeting, taking calls, texting or having side conversations. State
right up front before the meeting starts that these behaviors are not RGI and CTEL offer group workshops on Effective Meeting
accepted. And if someone still does this, you now have latitude to Skills. See www.rgilearning.com or call 866-744-3032.
ask him or her to stop.
© 2019, RGI Learning
Lisa Moretto is the President of
Overtime RGI Learning, Inc. For 24 years she has
On rare occasions, your meeting may require overtime. If so, helped engineers improve their oral and
follow these rules to determine how to deal with it: written communication skills. Visit
Determine your participants constraints www.rgilearning.com or
Warn attendees in advance that the meeting will over run call (866) 744-3032 to learn
Determine how much more time will be needed about RGI’s courses.

get to the point DECEMBER 2019 The ROCHESTER ENGINEER | 11