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Meeting Leader

This guide outlines essential roles and responsibilities in effective meetings, focusing on leadership, facilitation, timekeeping, recording, and active participation. It emphasizes the importance of engagement from every team member and offers strategies for evaluating and improving meetings. Techniques such as brainstorming and multi-voting are introduced to foster collaboration and prioritize ideas. Following the principles of participation, conflict management, and time management ensures productive meetings that drive actionable outcomes.

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Meeting Leader

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  1. Meeting Leader • Review roles • Review the agenda for revisions and time • Move through the agenda one item at a time • Help the team use appropriate decision making methods • Help the team evaluate the meeting Adapted from: Trustees of Dartmouth College 2010 www.clinicalmicrosystem.org

  2. Facilitator • Ensure everyone at the meeting is participating • Remind leader and team when conversations are not consistent with the agenda • Point out when members are not following the guiding principles for the meeting • Manage conflict and provide direct feedback to member participation Adapted from: Trustees of Dartmouth College 2010 www.clinicalmicrosystem.org

  3. Timekeeper • Keep track of the time during the meeting • Alert the team when the allotted time is ½ over • Announce when 1 minute is left • If necessary, request the team renegotiate time to complete discussions and actions • Announce when time is up Adapted from: Trustees of Dartmouth College 2010 www.clinicalmicrosystem.org

  4. Recorder • Record high level discussions • Keep a list of next steps / action items • Keep a list of ideas for the next agenda • Maintain the “parking lot” • Review the record. Adapted from: Trustees of Dartmouth College 2010 www.clinicalmicrosystem.org

  5. Participant • Follow guiding principles • Keep an open mind to new ideas • Arrive on time • Communicate with all staff to share progress and gain their interest & ideas • Have Fun! Adapted from: Trustees of Dartmouth College 2010 www.clinicalmicrosystem.org

  6. Brainstorming: • Clarify topic to brain storm • Quietly think of ideas • Each person provides ideas without any discussion or reaction from the group • Build off each other’s ideas • Multi-Voting: • Review the list of generated ideas • Clarify e.g. the person who started the idea provides the clarification • Combine similar ideas • Assign each person 1/3 as many votes as there are ideas to prioritize (e.g. 12 ideas = 4 votes / person) • Have everyone vote. Voters may distribute their votes however they see fit. • Remove items receiving least votes • Repeat with the remaining items as necessary Adapted from: Trustees of Dartmouth College 2010 www.clinicalmicrosystem.org

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