Delegated
Meeting Process
The
Delegated Meeting Process is an organizational tool developed by Alain
Cardon of Meta Systeme an international organizational consulting firm
located in Paris, France.
It is an
efficient decision-making tool, that proceeds on the assumption that an
organization’s regular meetings should be called and held for decision-making
purposes only. Meetings that use the Delegated Meeting Process
are run efficiently, with specific
goals in mind, thereby saving valuable time and resources. By
contrast, meetings that are largely informational tend to waste time and
foster passivity instead of participation.
The Delegated
Meeting Process maximizes your resources – your people – by
structuring an open, participative meeting format that favors exchange,
discussion, debate and consensus building. The
responsibility for meeting process and results is spread among all the
participating team members through the use of delegated meeting roles,
such as Facilitator, Decision Driver, Pacer/Timekeeper and Coach.
In turn, these meeting roles model desirable management competencies and
act as a training tool.
Use of the
Delegated Meeting Process frees the team leader / organizational
executive from shouldering all of the meeting responsibility and tasks
– allowing this person to focus on business outcomes rather than
process
Business
Teams
A
Life Track professional business coach can help team leaders smooth the way through
all the stages of team development to achieve a high performance
team. The following approach to team development was
developed by Cynder Niemela (VISTA coach) and Rachel Lewis
(Trilogy Coaching Institute):
Setting
Sail (Forming): The coach works initially with the team
leaders to clarify the project goals through a 5-step “contracting
process”: a) Team Purpose – why was this team
formed?; b) Goals – what are the specific, measurable,
achievable project goals; c) Expectations – what are the
initial (often unspoken) expectations and can they be shifted into
goals? ; d) Operating Instructions -- formulating the
agreed rules of conduct, such as confidentiality, a communications
process, participation and meeting process, etc.; e) Commitment
– committing to the goals, purpose and operating instructions. The
coach supports the leaders as they then work with the team members to
become aligned in the shared purpose, vision and goals for the project,
and as the team moves from forming to performing.
Weathering
Storms (Storming): The coach acts as an objective observer,
to help identify what is not being said and to model “telling the
truth” in difficult situations. The coach helps the team manage
and appreciate differences through the use of assessments and
communication tools. Where necessary, the coach facilitates the
management and resolution of conflicts.
Staying
on Course (Norming): The coach helps team leaders and
members to identify areas where the team is not effective or is losing
effectiveness, through the use of discovery questioning and team
assessments. The coach
helps to
identify any competencies that may be missing.
Effective
Sailing (Performing): Collaboration and performance are high at
this stage. The coach assists team leaders in holding the agenda
for completing project milestones, presenting deliverables and
celebrating team success and learning. The coach works with the team to preserve collaboration and shared
responsibility for project goals. Renewal, creativity and
celebration are important aspects of this stage, right up to successful
project completion.