Time constraints and Budget--by when must the decision be made, how much time and money can be expended on the decision?
Importance of decision--is the issue of large or small importance--How does it impact the company, a project, people?
Information needed--Who (inside or out) has the information or expertise needed to make a quality decision?
Key player support--Do key players need to be involved? Who are these key players?
Capability--What kind of team has the capability and experience in making decisions? Who else should be brought on board to make sure a good decision is reached?
These OUTSIDE FACTORS affect the kind of meeting that will be held. Here are the kinds of meetings possible depending on OUTSIDE FACTORS:
Decision by Authority Rule: Lead person gathers input from individuals and other sources and makes decision.
Decision by Team--takes more time, but adds creativity and team buy-in:
1. Decision by Consensus--group buy in and participation; all must agree on solution
2. Decision by Inside Expert with Constraints--team member with expertise is delegated to make decision after group input
3. Decision by Majority Vote by team members after group input
Sample Agenda Sheet
Agenda: Discuss and choose a way to recognize employee birthdays to boost company morale.
Leader/Facilitator:
Minutes-keeper:
Time/Process-keeper:
Recorder/Flipchart-keeper:
Begin: 10:00 am
End: 11:00 am
Where: Conference Room B
Introduction ---- Define
Method: Leader defines meeting's purpose and clarifies group's task
Time: 5 minutes
Form Team ---- Engage
Method: Team members say what they bring to group and share personal motivations for solving group task
Time: 5 minutes
Brainstorm ---- Create
Method: Use sticky notes to silently brainstorm ideas/options.
Time: 10 minutes
Clean up Ideas ---- Integrate
Method: Use flipchart and sticky notes to categorize and merge like options
Time: 10 minutes
Reduce options ---- Discern
Method: Use dots to "vote" silently on remaining options
Time: 5 minutes
Break
Time: 10 minutes
Final Vote ---- Embark
Method: Use value sort to find best option/ assign tasks to carry out decision/ adjourn meeting
Time: 15 minutes
Budget: $100.00 per month
Guidelines for the Group
Show respect for other people by:
-- appreciating differences in gender, race, age, job descriptions, language abilities, outside interests
-- not interrupting, taking turns to speak, listening attentively to other people's ideas, different opinions
-- participating and maintaining a unified commitment to group's purpose
-- keeping a comfortable level of disagreement, conflict can be good as long as it is resolved quickly
Team Roles
The Leader/Facilitator
This person prepares and guides the group. The Facilitator conducts the meeting and has primary responsibility for keeping it on track. Assigns roles.
The Minutes-keeper
This person keeps notes about the meeting, making a written record of ideas and discussion points. These notes will be duplicated and distributed to the meeting participants at an future meetings.
Timekeeper/Process-keeper
This person keeps an eye on the clock for the group, keeping them to the time allowed for each agenda activity. This role keeps the meeting focused and aids the leader in keeping the group from getting off the process or bogged down.
The Recorder/Flipchart-keeper
The recorder works with the leader and makes sure that the agenda and the group's groundrules are posted. He/She keeps a visual record on a flipchart or overhead so that all the group can be on the same page and participating.
Participant
Everyone has a role as participant. He or she will help the group by being aware of the agenda and the decision-making process as laid out by the leader and by being fully involved in the discussion and being ready to contribute.
Your input during the meeting:
What is your expertise and what talents and personality traits do you bring to this team and its purpose?
