Professors - Keeping Meetings on Track When You Are Not In-Charge

By Meggin McIntosh

Sometimes, the person in charge of a meeting doesn't do what is required to help keep the meeting on track...and then it becomes necessary for someone in attendance to help do that. If that person is you (and it might as well be you!), then here are some tips:

1. Ask the person in charge to send an agenda ahead of time. This request alone will surprise people since so many meetings that are held have no agenda whatsoever, and for the ones that do, they are rarely sent ahead of time.
   
   
2. If the person in charge doesn't think an agenda is needed, offer to help put one together with his/her input. Because of the novelty of the idea of having an agenda, this request may be rejected--or may be welcomed. Be ready to insist gently that you can help. Remember, it's going to make the meeting more effective for you and all the others in attendance.
   
   
3. If, however, an agenda still has not been sent prior to the meeting, ask that one be generated at the start of the meeting. Your colleagues may be stunned when you make this request, however you are demonstrating leadership by asking for an agenda (something that essentially all professionals know that good meetings have, although an agenda does not necessarily ensure a good meeting!). You can certainly ask it in such a way that everyone 'saves face.' For example, when I was a professor, sometimes I'd say, "Gosh, I can easily get off track, so could we possibly generate an agenda so that I can stay focused."
   
   
4. Always bring your planner/calendar (paper or electronic) to the meeting and encourage others to do so, also. There's no excuse for people to come to a meeting with nothing more than their head, especially at university meetings where more meetings are often scheduled at the current meeting.
   
   
5. Bring a few pads of Post-it® notes, flip chart paper, and markers to the meetings, just in case they are needed and aren't readily available. Yes, it means you have to schlep a few items, but it pays off, believe me. Sticky notes were the items I most often had handy (and took along deliberately).
   
   
6. Listen intently to the exchange during the meeting so that you can interject helpful comments and redirect people by asking cogent questions. As much as you may want to escape to a mental place other than at the meeting, be intentional about staying with the meeting so you can help support and guide the process.
   
   
7. If no one is designated to take minutes, volunteer. Keeping the minutes forces you to listen differently and to ensure that details are included (e.g., decisions, names of those responsible, etc.) The recorder is the most powerful member of a group as s/he determines the written history of the session.
   
   
8. Send out the minutes (or comments related to the meeting) via email as soon as possible after the meeting has concluded. This is another action that will surprise people. You'll get a reputation (a positive one).
   
   
9. Ask that the next meeting be scheduled before the current meeting ends...and since everyone will have their planner (see #4), this should be doable.
   
   
10. Be prepared to be a leader. Leaders sometimes have the title, but many times, actions are the distinguishing factor.

Often people think these ideas sound too bold. Here's my response...Be bold. Be productive and help others be productive, too.

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