By Meisei Shuppan
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Extra resources for Educational Facilities
Breaks not only let people stretch and go to the restroom, they offer an opportunity for everyone to think about or chat with one another about the issue under discussion and, perhaps, return with some fresh ideas. Schedule a break after each ninety minutes to two hours of meeting time. After a break, allow ﬁve minutes of slack time in the schedule for people to get back into the room and settle down—in other words, leave ﬁfteen minutes in the agenda for a ten-minute break. For lunch meetings, people need ten minutes or so to get settled and begin eating.
A social evening or weekend picnic, where attendance is voluntary, can be a better way to build community. On the other hand, meetings are essential when a group needs to be involved in problem solving, strategic planning, or decision making. In fact, those activities are difﬁcult or impossible to accomplish without a meeting. What Is the Meeting Intended to Accomplish? After verifying that there are valid reasons for holding the meeting, clarify the objectives that you expect the meeting to achieve and formulate a statement that will communicate them clearly to participants.
When that seems to be happening, call for a pause in the proceedings to discuss the situation and decide what to do. The decision to drop agenda items or the agenda itself should be the entire group’s, not the facilitator’s alone. Here are some of the situations in which you might need to discard the agenda: • A very important agenda item that needs to be addressed immediately turns out to be much more complicated than it ﬁrst appeared, requiring more of the group’s time • During a discussion, a new issue comes up that needs to be addressed immediately • There has been a change in the situation or there is new information that affects all or some of the items on the agenda • It becomes clear that the group is not functioning effectively and needs to focus on its own dynamics before it can get any useful work done CAPTURING ESSENTIAL INFORMATION In a successful meeting, the recorder and the facilitator work closely together to make sure that essential information is captured.