{"id":11161,"count":68,"description":"

<\/a>\u00a0Meeting Structure Begins With Mindful Conversations<\/h1>\r\nPreparing the Agenda Steps<\/em> between Launch<\/em> and Wrap<\/em> takes longer than the meeting itself. Plan on a ratio of 2:1 or 3:1 of preparation time to meeting time (or more) to thoroughly prepare yourself and others. For online meetings, experts are telling people to double that amount of time because the planning must be detailed and explicit, sometimes down to the level of specific keystrokes. For standard 50-minute meetings, you would be wise to allow at least another fifty minutes to organize, invite, and prepare\u2014although a few hours may be more prudent if you are seeking exceptional results.\r\n

<\/a>Annotated Agenda Development<\/h2>\r\n

Meeting Structure Dictates Meeting<\/em> Approach<\/em> Dictates Agenda Steps<\/em> Dictates Tools<\/em> Required<\/h3>\r\nMeeting structure for\u00a0Strategic Planning,<\/em> Decision Making,<\/em> and Problem Solving<\/em> determines the Meeting<\/em> Approach<\/em>. Each Meeting\u00a0<\/em>Approach<\/em> requires clear and detailed Agenda Steps<\/em>.\r\n\r\nFor example, Launch<\/em> (Introduction) represents one clear Agenda Step<\/em>. Each Agenda Step<\/em> requires a procedure that relies on answering questions and conducting activities that are supported through a variety of Tools<\/em>. During the Launch<\/em>, for example, we might use Icebreakers<\/em>. Or, during a Prioritization<\/em> Agenda Step<\/em>, we might use PowerBalls<\/em>. For most Agenda Steps<\/em>, there is more than one Tool<\/em> that might be used.\r\n

MEETING STRUCTURE FOR EACH AGENDA STEP REQUIRES SCRIPTING<\/h2>\r\nScripting furnishes an anchor during workshops by telling you precisely what to say to be clear, helping you when you forget where you are going, and providing additional support when you have trouble getting there. We all need help at one time or another. Therefore, for every Agenda Step<\/em>, in every agenda, a well-scripted Annotated Agenda<\/em> compels you to anticipate and visualize the tools, activities, and procedures you need.\r\n\r\nAn Annotated Agenda<\/em> provides tremendous predictive power. From reviewing the rigor and thoroughness of an Annotated Agenda<\/em>, I can easily predict how well your session will move forward, regardless of your talents and skills (or lack thereof, because someone not highly skilled but thoroughly scripted will outperform<\/u> anyone not well-scripted but relying on their \u2018natural\u2019 talent).\r\n

Annotated Agendas <\/em>begin each Agenda Step<\/em> on a new page.<\/h3>\r\nPrinted versions are preferred, even for online meetings, because they are faster and more reliable. For each<\/u> Agenda Step<\/em> write down:\r\n
    \r\n \t
  • Agenda Step Name<\/em><\/strong>\u2014the name of each Agenda Step<\/em> as shown exactly on the Basic<\/em> Agenda<\/em> that you distribute and post.<\/li>\r\n \t
  • Estimated Time<\/em><\/strong>\u2014estimate a range for how much time this Agenda Step<\/em> requires\u2014consider best and worst case scenarios for your low and high estimates.<\/li>\r\n \t
  • Purpose and Closure<\/em><\/strong>\u2014a one- or two-line description (to launch and wrap up each Agenda Step<\/em>) describing the reason for the Agenda Step<\/em> and how it contributes towards completing the deliverable. Never be afraid to read from your printed Annotated Agenda<\/em>. Chances are, if you go rogue (extemporaneous), you will use more words and leave people a bit confused.<\/li>\r\n \t
  • Procedure<\/em><\/strong>\u2014stipulate precisely what activities, tools, and tasks will complete this Agenda Step<\/em>. Include specific questions, examples, desired output format, and other notes. Detailing your procedure for each Agenda Step<\/em> takes anywhere from one-half page to three pages or more of notes. An Agenda Step<\/em> will frequently require more than one Tool<\/em>at once, or in sequence. Script HOW you are going to facilitate each Agenda Step<\/em>, what you are going to ask, and the precise words you will or will not use.<\/li>\r\n \t
  • Document\/ Output<\/em><\/strong>\u2014instructions to self about what to document (eg, list, paragraph, matrix, etc.) and perhaps where to post in the room or how to post online, including output title.<\/li>\r\n \t
  • Media Support<\/em><\/strong>\u2014Identify slides or posters for definitions, legends, tables, and other technological support for online meetings that you will need to complete the procedure for each Agenda Step<\/em>.<\/li>\r\n<\/ul>\r\n

    Do not rush your effort.<\/h4>\r\nSkimping on the Annotated Agenda<\/em> ensures sub-optimal performance. Next\u2014please use it. Do NOTbuild it, set it down, and forget about it. We prefer having our leader holding a piece of paper, reading to us, and being clear over speaking extemporaneously and leaving us a bit confused.\r\n

    NOTE\u2014Some facilitators add information about real estate management (ie, where they are mounting their large format paper, legends, grounds rules, etc,) and online technology instructions such as which type of Screen Share to use. The sequence of the items in the Annotated Agenda is arbitrary, so create a template that works for you.<\/h4>","link":"https:\/\/mgrush.com\/blog\/category\/meeting-agendas\/meeting-structure\/","name":"Meeting Structure","slug":"meeting-structure","taxonomy":"category","parent":13289,"meta":[],"yoast_head":"\nMeeting Structure Archives » MG RUSH Facilitation Best Practices Blog<\/title>\n<meta name=\"description\" content=\"Meeting structure for\u00a0Planning, Decision Making, and Problem Solving determines the Meeting Approach, Each requires clear and detailed Agenda Steps.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/mgrush.com\/blog\/category\/meeting-agendas\/meeting-structure\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Meeting Structure Archives\" 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