Effective Meetings
Use Your OARRs
Outcomes: Be clear about what you want to accomplish in the meeting. What specific, measurable results need to be in hand before you walk out the door? “If you don’t know where you’re going, any map will do!” Don’t let goals substitute for outcomes.1
Agenda: Divide agenda items into short discussions/reports and longer conversations/dialogues. Assign time limits to each item. If you go over the time allowed for a certain item, check with the group about whether to stay with the current item or move on. Review the agenda with the whole group before the meeting begins.
Roles & Responsibilities: Typical roles are facilitator, recorder, time keeper, leader and participants. An impartial facilitator is optimal because his/her presence allows all members of the group to participate fully. If you don’t have an impartial facilitator, consider rotating the facilitator role among several people. When possible have the recorder use flip charts to track key ideas, decisions and outcomes; and compile notes (not formal minutes) at the end for a functional meeting record.
Rules: Simple agreements to help make the meeting productive. Typical ground rules include: start and end on time, hold one conversation at a time, honor diverse points of view, don’t interrupt, speak openly and honestly, everyone participates. Post and review agreements at the beginning of the meeting; revise as appropriate.
1. An “outcome” is the result or product of an activity or goal on the agenda (discussion about / decision on / share information about…)