ALL ABOARD! Great Teams –Great Meetings – Great Results!

Committees & Teams In Today’s Busy World

The work world today is structured around results…getting things done as efficiently as possible.

The library world is no different.

Look into any library or any library support organization and you’ll see committees & teams working together to carry out their unique missions and goals.

Getting results isn’t as easy as it looks!

Teams & Committees: What’s the Difference?

• Teams are generally internal

• Committees are usually comprised of diverse stakeholders

• A committee generally has a singular purpose or focus.

• A committee can be ad hoc or standing

• A team addresses ongoing issues within a specific area

• Both teams & committees are created to support the organization as a whole

Creating Great Teams & Committees

• Committees & teams should be a manageable size

• Each committee should have the best people around the table

• Committees & teams should be guided by a respected opinion leader

• Committees & teams will develop their own cultures

What Is the Purpose of the Team or Committee?

• Every committee and team needs a charge

• Expectations should be articulated in writing

• Teams and committees should review and assess their activities and goals annually

• Committees and teams should report on their activities and progress regularly

• Committees and teams should determine whether to continue or sunset

Building the Best Committee & Team

• Identify skills & connections

• Personal invitations increase involvement

• Establish expectations, responsibilities & time commitments

• Identify leadership attributes needed for the group’s purpose & recruit accordingly

Preparing for Successful Meetings

• Look to the long-term objectives of the Committee or Team (value of work plans)

• The agenda is the road map

• Plan meetings around outcomes, issues, discussion & action

• Provide critical information in advance of your meetings

The Meeting Set-Up

• Meeting rooms should be arranged for comfort & functionality

• Offer call-in or Skype options

• Audio-visual equipment, flip charts, other tools

• FOOD!

Tips for Successful Meetings

• Start on time/stay on time

• Allow (a little) time for chit-chat

• Follow the agenda

• Engage all participants

• Keep “reporting” to a minimum

• Long meetings…schedule a break

Productive Meeting Agendas

• Start with your desired outcomes

• Identify discussion topics

• Frame discussion with questions

• To time…or not to time?

• Action items – What? Who? When?

• Next meeting

The Role of the Question

• Good questions frame discussions

• Questions encourage discussion and everyone’s participation

• Questions move teams to action

• Questions are used to shape summaries & minutes

Questions for Engaging All Participants

• What are your thoughts/feelings about this issue?

• How do you believe this action will be received?

• What will the impact of this action be on…?

• What else should we be thinking about around this issue?

Making Decisions in Meetings

• Determine how decisions will be made when the team/committee is created

• Identify agenda items that require decisions vs information sharing

• Allow sufficient discussion but limit repetition

• Don’t allow team members to dominate the decision making process

Principles of Consensus Decision Making

• Inclusion

• Participation

• Cooperation, collaboration, synergy

• Egalitarianism

• Solution-mindedness

Benefits of Consensus Decision Making

• Collaborative rather than adversarial

• Results in identifying common ground

• Better perspectives/better results

• Better team relationships

• Buy-in…better implementation of decisions

Reaching Consensus in Meetings

Everyone should understand what

consensus is…and isn’t:

• It may not be your first choice

• The decision is for the good of the group or the organization

• Can you support the decision even if it is not your choice?

The Process of Reaching Consensus

• Define the decision question

• Provide background or context

• Identify common ground

• List concerns

• Understand the role of dissenters

• Poll the group

Reaching Consensus:Decision Making Options

• Unanimous vote

• Super majority vote (66% +)

• Simple majority vote (51%)

• Judgment of team leader based on proposals

Tips for Reaching Consensus

• Be patient with the process

• Make sure everyone understands the concept of consent

• The goal is a decision the team can accept

• Emphasize collaboration & synergy

• Establish rules for discussion

Meeting Summaries & Minutes

• Include team/committee, date, members present, members absent

• Structure summaries to match agenda

• Limit detail to questions, decisions and action to be taken

• Next meeting date

Keeping Teams & Committees Energized & Committed

• Create a culture of energy…even fun

• Celebrate success

• Learn from mistakes

• Manage member turnover

• Evaluate the team/committee process and progress regularly

NEED MORE INFO?

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Contact Sue Hall

Library Strategies Managing Director

(651) 287-0060

sue@thefriends.org