Jump Ahead To
Step 1: Purpose
For everyone to have a clear sense of direction for future meetings and ensure a flexible schedule.
Step 2: Stakeholder’s POV
AM Heads: To run meetings as efficiently as possible.
Seniors: To take ownership of the agenda and meetings and by extension a sense of urgency and responsibility.
Freshies: To stay motivated by seeing how close they are to the end goal and how they can control its pacing.
How can freshies control the pace? Avoid the mistakes usually made in step 4, and also in step 4 of how to run meetings. e.g. Instead of a dead silence when seniors ask questions in the meeting, be proactive and ask questions.
Step 3: How
-The overall agenda and timeline should have enough buffer time. This is to ensure that it is flexible enough so that nothing is compromised in case there was a delay in the meeting.
-State the purpose of each meetings clearly in the agenda.
-Each agenda should be detailed with sub points. These sub points should be clear enough for readers to picture how the meetings would go. It should also give instructions on the homework that members needs to complete before attending the next meeting.
-Ideally it will be good to set an estimated timing for the meeting in general in the agenda.
-After the heads have a draft of the agenda, they should show it to the other members and seniors.
-A discussion will be held where other members can provide feedback on how they think the agenda can be improved.
-When a conclusion has been made, heads are to record down the feedback and implement the necessary changes in the agenda.
-The finalized agenda will then be printed in hard copy and distributed to the freshies in the first meeting.
Step 4: Murphy’s Law
When showing members the draft of the agenda, no one dares to voice out their opinions to the heads.
>Heads should always let the other members speak first and only bring across their point when everyone has had a say in the discussion.
Members and head cannot see eye to eye regarding how the agenda should be planned.
>Heads can utilize lobbying. This is when the heads plant spies within the members so that their point is supported by the “crowd”, giving the heads more control over the situation. However, this can easily cause segregation so it should be used with caution and not exploited.
Freshies lost their original agenda or forgot to bring it to the meeting. (Only applicable if Covid is gone or meetings are face-to-face again)
>Seniors should print extra copies of the agenda for that specific meeting to give to the freshies who lacks one. However, freshies will be charged for it to deter this kind of behavior.
If seniors stick strictly to the estimated timing stated in the agenda, they might end up cutting freshies off. This will make it harder to get them to talk and they might end up not speaking at all for future meetings.
>There is no real solution to this problem. Seniors should weigh the pros and cons of sticking to the agenda timing and use their judgement to see when it is appropriate to cut freshies off. For example, if the discussion is going off track, seniors should cut them off and bring them back to the matter on hand. However, if freshies are discussing important relevant points, it may be best to close one eye and let them continue talking.
Step 5: Reflection
- What was my sub-goal? Did we achieve it?
- Did we meet all the stakeholder’s POV?
- How effective was my sub-goal?
- Were there any signs that my sub-goal was not effective?
- What led to our sub-goal being ineffective?
- How can I address this mistake without compromising the positive aspect?
- How can I improve my sub-goal?
- Did I consult my seniors when rules were changed?
