Roberta's Rules: Meetings and More

May 4, 2010

ADD DIFFERENT “STRAW POLLS” TO YOUR MEETINGS

Filed under: meeting facilitation,Uncategorized — Roberta's Rules of Order, author @ 8:09 am
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What is a “straw poll” and why is in useful in groups that meet to make decisions?

Legend says that during the Renaissance, when someone wanted to know which way the wind was blowing, they would through a piece of straw in the air and watch the way it was blown around and down to the ground. This was simple and very practical, particularly before wind meters were invented. The same concept can be used in meetings.

Although Robert’s Rules of Order does not allow straw polls (who knows why?), they are one of the most effective ways to tell “which way the (opinion) wind is blowing” in a group.

When a committee or team brings a proposal to a larger group that may result in a motion passed by the group – a non-binding straw poll is a great way to find out the opinion of the group before lengthy discussions and win/lose voting. (See Roberta’s Rules of Order and the companion QuickStart Guide).

Most people think of a straw poll as a “yes/no” non-biding vote. The group leader may say: “Before we vote, let’s see where people stand on this issue with a non-biding straw poll. How many in favor, how many not?” While this may indicate where group members stand on an issue, it doesn’t provide information about their thinking, and can serve to polarize the group.

As an alternative, there are simple and more productive methods involving multiple-choice straw polls. Here’s one…

THREE COLORS
Give everyone in the meeting pieces of paper (cut from construction paper) in three colors: red, yellow and green. When a straw poll is taken, members hold up the card that reflects their opinion:

Red Stop. I don’t think we should proceed as stated/written
Yellow Caution. I think we need more information or analysis
Green Go. I think we should approve this “as is”.

After this poll is taken quickly by a show of colors, it’s easy to know “which way the wind is blowing” and have more productive discussions.

When the majority are showing GREEN, ask: “For those who are YELLOW, what would need to change or improve to go ahead? (Repeat the same for those showing RED.) Depending upon how many RED and YELLOW cards are shown, the proposal may need to be reworked.

SHARE OTHERS
What other techniques have you seen or used in groups to that avoid wasting time discussing items most people have agreed upon?

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February 28, 2010

DON’T START YOUR MEETINGS “ON TIME”

Filed under: meeting facilitation — Roberta's Rules of Order, author @ 8:02 pm
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One of the cardinal rules of meetings is that they should start “on time”.  This is assumed to be the moment that the meeting was announced to begin – like 8:00 AM.  Have you even been to a meeting that was suppose to start at 8:00 AM and looked around?  Is “everyone in their places with bright shining faces” like in the school rhyme? Not often.

Being “on time” is often a cultural issue.  The dominant culture of the US was originally Western European – and this still influences our meeting norms.  Typically, punctuality is a virtue and tardiness is … well… close to a crime.  When everyone is from the same culture – or similar – then “on time” has a shared meaning.  In multicultural situations, like most business meetings, “on time” is subject to many interpretations.  Different cultures have a different “take” on time. Now that minorities are the “new majority” in some states, so we can anticipate changes in these norms.

While linear time is important to business management, it may not be equally important to everyone in a business environment. Unfortunately, those who don’t follow the “norm” of a linear time culture, intentionally or not, are often chastised.  A “minority” woman I worked with years ago was often late to work due to driving daily across town to take her child to day-care at the height of commute traffic.  Those who didn’t know her situation this assumed her tardiness was cultural.

Here are a few observations – have you seen these occur in your workplace?

  • Not everyone is consistently “on time”
  • Not everyone will think being late is a problem (“they’ll start without me”).
  • When those who missed an important discussion try to “catch up”, others get frustrated.
  • People who miss participating in a decision may try to reverse it.

If these are generally true, how can we work with this in meetings? Commuting to work on public transit or by driving is unpredictable.  Almost everyone has trouble knowing what each day’s commute will bring. Perhaps it’s time to give everyone a break from the pressure of punctuality.  Here are three suggestions:

  1. If you want a meeting to begin at 9:00 AM announce a start time of 8:45 AM. Have a “gradual start” to the meeting by using the first 15 minutes to “catch up” with something to eat and drink.  (Rotating who brings food or picks up coffee is a good way to involve people who will quickly become heroes.)  Ask people to “chip in” or take a turn treating to share the expense.
  2. At 9:00AM start the meeting with a “check in” (30 seconds to 1 minute each) for everyone to (1) either make an announcement or (2)  “brag” about something good that has happened, professionally or personally, or (3) give an “unsolicited kudos” to someone else (everyone can think of something!).  This will give people a time to arrive and get settled.  (Someone who wants to share news or hopes to be acknowledged will not usually be late.)  Also, this gets the meeting off to a positive and often light-hearted start
  3. Structure the meeting to “ease into” the most important topics.  Make sure they are at least a half-hour into the agenda – and are completed before the meeting is scheduled to end. (Watch for more about ending meetings in a future Roberta’s Rules Blog.)

There are many other ways to start a meeting that acknowledges different norms about time – and works with it rather than against it.  Let’s take the pressure off everyone by not valuing punctuality over productivity.

What do you think?  Please let me know your thoughts – whether you agree or not – by commenting on this Blog.

(c)Alice Cochran, 2010

January 5, 2010

REARRANGE THE ROOM FOR BETTER MEETINGS

Filed under: meeting facilitation — Roberta's Rules of Order, author @ 10:01 pm
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CHANGE THE ROOM FOR BETTER MEETINGS

I’m notorious for re-arranging meeting rooms –in hotels, classrooms, community centers, clubhouses and living rooms – you name it.  (You’re not going to do that again, are you???) Yes, count on it. Why?  Most meetings rooms are not set up for maximum eye contact.  Lack of productive interaction and engagement in the meeting can result.

“THE EYES HAVE IT”
Why is eye contact essential in face-to-face (and video conference) meetings? Reading facial expressions and reactions, including the movement of people’s eyes and eyebrows, gives us clues to understand them. We aren’t aware of how much active listening (from hearing) in meetings is dependent upon seeing people when they speak – and reading their lips.

PLACEMENT IS THE PROBLEM
Typically many tables are placed end-to-end, preventing eye contact with anyone beyond the person on either side.  Sometimes it’s a long “U Shape” (the bowling alley).  Even a short “U Shape” beyond a few tables is problematic.

TABLES DON’T NEED TO TOUCH
For some reason hotels can’t grasp that tables don’t need to touch (and that attached “skirts” are unnecessary.)  It also seems to make some people a bit uneasy when tables don’t touch.  (OK, let one corner touch– but only that.)

A SIMPLE CHANGE
At a university’s meeting of 16 subject-matter experts invited to shape the design of a management series, the room was initially set up as an “open square” of eight tables. (Two chairs at one table, on one side is ideal.) The meeting was intended to be interactive with an open sharing of information.  Although the square was a good start, people could only see those seated next to them, and across from them, but not the whole group.

As a simple last-minute solution (without disrupting things too much) I pulled each pair of tables to an angle with only the inner corners touching (yes!).  This resulted in an open octagon shape that allowed:

•    More elbow room for each person (on the right or left)

•    Eye contact with the entire group (and ability to see those speaking)

•    Easier movement into and out of the chairs for everyone

•    A feeling of connection to colleagues in the room – and more interaction

TAKE A CHANCE
It takes a conscious effort to buck habits and arrange the room differently to foster engagement. For anyone wanting to encourage interaction and idea sharing, it pays to do something as simple as moving tables and chairs to facilitate maximum eye contact. (A diagram is available on page 29 in the QuickStart Guide to Roberta’s Rules at lulu.com.)

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Do you have a “pet peeve” about the meetings you attend?  Please comment and I’ll suggest possible ways change it.  Together we can improve the world, one meeting at a time.

RobertasRules.com or AliceCochran.com

November 29, 2009

TOWN HALL MEETINGS GONE BAD

Filed under: Uncategorized — Roberta's Rules of Order, author @ 5:54 am
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I’d like to begin this web log by expressing my distress about the lack of civility we’ve all observed (or heard about) recently in town hall meetings.  Suddenly the public place where US citizens have come for decades to express their opinions have become a setting for rudeness and roughness.

Representative Joe Wilson of South Carolina said he had a “town-hall moment” when he shouted “you lie!” at President Obama during his nationally televised address to Congress.

Really!  Isn’t it bad enough to have disrespected the President without using the town hall meeting to justify it?  What does it say about public discourse when town hall meetings are used as an excuse for this behavior? When did outrageous rudeness become expected and accepted at these meetings?

Unfortunately this situation can be seen around the world as an example of the deterioration of the democratic process. Politicians dread them because they are a free-for all. Do you feel, as I do, that this has gone too far?

What if those attending these meetings would have to follow some fair “courtesy guidelines” in order to be given an opportunity to speak?  Here are a few possibilities:

Suggested Courtesy Guidelines:

  • Express your opinion freely, but without demeaning others whose opinions differ.
  • Speak in a tone of voice (not shouting) that is respectful of others, and in a way you would want others to speak to you (not accusing or attacking).
  • Speak only for the agreed upon number of minutes before sitting down.
  • Clap, if you wish, to express your support; please listen and remain silent if you disagree (no booing or shouting).

I believe there is a way to restore respectful behavior and decorum to public meetings, if concerned politicians and citizens take a stand against rudeness.  Having guidelines or ground rules are in the best interest of all involved.   However without consequences, we will continue to see the same behavior. It’s time for  the microphones (and TV cameras) to be turned off for those who cannot be civil to others in a civic meeting. Let’s work together to earn the term “civil society” again.

website: http://www.Alice@AliceCochran.com

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