The Small Business Health Model - A Guide to Developing and Implementing the Workplace Health System in Small Business
Appendix 3: Effective Meetings
Small Business Health Committee members should leave meetings with a sense of accomplishment. They should feel that the time spent was worthwhile, their input valuable and their efforts rewarded. Careful planning can create meeting environments in which this can happen.
Here are some points to consider when you plan meetings:
Location Choose a central location, somewhere that Small Business Health Committee members can reach easily by car or bus. If a central location cannot be found, you may want to alternate meeting locations to suit members. Ask them for ideas.
Timing Ask committee members what days and times they prefer for meeting. (See the Readiness Profiles from the Orientation Session). Once an "ideal" time has been selected, remain flexible. Due to the nature of small businesses, there may be seasonal changes that will have to be accommodated. It is a good idea, however, to establish regular meeting days. Start and end the meetings on time. Delaying the start of a meeting is unfair to those who are punctual. Some meetings may take longer than others. Advise people beforehand how long the meeting will be.
Schedule Set up a meeting schedule for an extended period. It helps committee members keep the dates open.
Purpose Even after setting a schedule, don't hold a meeting if there is no clear purpose for doing so. Decide at each meeting what should be covered at the next one. Sometimes not all committee members will be needed.
Agenda Always prepare a meeting agenda and distribute it to members as far in advance as possible.
Minutes Appoint someone to record what takes place at each meeting. The format for minutes should be simple, recording decisions, tasks, responsibility assignments and deadlines. Minutes should be sent to members as soon as possible. This helps them remember assignments and deadlines.
Order Some committees follow parliamentary procedures for their meeting, others use a simplified version of Robert's Rules of Order (available in libraries and most bookstores). Agree on whatever set of rules you want at the first committee meeting so that everyone knows how you will be opening each meeting.
Substitute Every committee member should have a substitute, someone who can attend meetings on their behalf. The substitute should be updated regularly, and present reports on behalf of the committee member. By scheduling meetings well in advance, most committee members will know if there will be a conflict and can give the substitute adequate notice to attend.
There is no magic formula that will create a perfect meeting. But with some planning, the committee will be able to make meetings enjoyable and productive.
A chairperson who senses that the committee is struggling with a particular question can use this problem solving process to structure discussion and arrive at a practical solution. It is not intended to be used in a rigid manner or when the question holding the meeting up could be solved by simple clarification and discussion.
STEP 1 Describing the situation
By asking what, who, why, where and when the chairperson can bring the situation into sharper focus. The replies given by committee members should be recorded on a flip chart without their wording being changed.
STEP 2 Defining the problem
The chairperson asks each member for their perception and definition of the problem and again records replies on the flip chart without altering words. The committee then reviews the replies and tries to reduce the number of definitions to one common problem statement accepted by all.
STEP 3 Choosing a solution
Each committee member is asked for a solution to the problem. It is important that everyone feels involved in this process, otherwise some individuals may monopolize the conversation and impede the discovery process.
STEP 4 Applying a solution
Each committee member is asked for practical suggestions about how these solutions might be applied. The committee must then decide on a plan of action.
STEP 5 Evaluate
This is a continual process to ensure that everyone is involved.
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