Dysfunctional Meetings

Have you ever attended a meeting that has gone off track and you’re left wondering what the original purpose of the meeting was, and just how the assembled group veered off to an irrelevant destination and discussion? Of course, you have. We all have. Understanding and practicing some simple principles and meeting disciplines can help avoid such occurrences.

There are many models and rules of thumb I use for speaking, leading and running meetings.  Two of the most helpful principles for running meetings came from an experience that I initially strongly disliked.  These are from the practice of parliamentary procedure.

You’ve likely seen clips from Canada’s House of Commons or the U.S. Senate or other governing structures. If so, you’ve observed the formal language and procedures with members rising on a ‘point of order,’ or being declared ‘out of order,’ etc.  

When I first joined Saint John Toastmasters the club would regularly practice parliamentary procedure. Some members were quite adept and would flex their skills arguing silly motions such as whether to replace the regular coffee servings with tea.  I hated these typically frivolous exercises of skill and this part of the developmental meetings. When I initially joined, I didn’t understand the principles, the language and the purpose, but did come to respect and value them. Unfortunately, the club doesn’t exercise these skills in practice sessions these days.

Tools To Help Run Meetings

Parliamentary procedure was developed to help regular people run meetings. The principles are simple and brilliant.  My favorite principles are One Thing At A Time and Majority Rule Minority Rights.  I use these principles all the time, while not using the formal language of parliamentary procedure. I will illustrate how to use these.

One Thing At A Time

When a meeting veers badly off track it is usually because the meeting leader did not use the simple principle of One Thing At A Time. Using parliamentary language, a leader would keep discussion focused and avoid going off track by saying ‘the speakers point is not germane to the question (under discussion)’.   In a less formal environment a leader can say something like “this seems to be a separate thought, isn’t it? Can we conclude the current discussion, and reach a decision, and we’ll return to this new point towards the end of the meeting?” Simply asserting One Thing At A Time can prevent much meeting dysfunction and confusion.

Majority Rule Minority Rights

My second favorite principle is Majority Rule Minority Rights.  This is simple in concept, a little harder in actuality, and so very valuable. A meeting leader needs to be alert to ensure all voices are being heard. In parliamentary practice the custom is to alternate speakers between those in favor of a motion and those opposed to a motion until all that wish to speak have spoken. In a less formal setting a leader needs to be skilled to watch for facial expressions and body language that suggests a point of view and invite the attendee to voice any opinion.

Simple invitations such as “Mary we haven’t heard from you on the topic,” or “Bill I sense you have some discomfort with the direction” provide attendees and opportunity to participate.  Should he or she choose not to participate, that’s their choice. However, if I’m leading a discussion on a contentious subject, I will usually note for myself that an invitation was extended to specific attendees. I often keep a personal list of meeting attendees and check names off when people have participated in the conversation. I usually try to ensure all who are obviously engaged or seem to be in disagreement voice their point of view. 

Meetings That Fail To Deliver Results

I often hear from frustrated friends who share experiences where they attended a meeting that lasted for hours and the group ‘got nothing done.’  You can assemble a group of well-meaning people but without some meeting leadership skills, accomplishments may be minimal or nil. Worse, attendees who were initially excited to participate and make a difference can become disengaged.

One Thing At A Time and Majority Rule Minority Rights are two simple principles that when practiced well can result in more favorable outcomes for all involved.