Running Effective Meetings
The purpose of this activity is to apply the best practices for effective meeting design using a simple framework called IDOARRT. The acronym stands for Intention, Desired Outcome, Agenda, Rules, Roles and Responsibilities, and Time. This framework can help your team meetings be more effective. Ideally, this framework can become a part of the way your team does its work on a regular basis.
For more information about Running Effective Meetings, click here to read the corresponding section in the Playbook.
Flip Chart, Markers
Prior to the meeting, ask participants to read the following section of the Playbook: Learn How to Run a Good Meeting. Share with them that the purpose of this meeting is to practice a technique for designing effective meetings.
Write the IDOARRT framework on a flip chart, PPT, or print out the IDOARRT worksheet.
- Intention – What is the intention, or purpose, of the meeting? In other words, why have it?
- Desired Outcome(s) – What specific outcomes should be achieved by the end of the meeting?
- Agenda – What activities will the group go through, in what order, to move toward the desired outcome?
- Roles – What roles or responsibilities need to be in place for the meeting to run smoothly? Who is facilitating and who is participating? Who is documenting and who is keeping track of the time? What do you expect of the participants?
- Rules – What guidelines will be in place during the meeting? These could relate to agreed group norms. They could also relate to use of laptops/mobiles or practical rules related to a space. Let the participants add rules to ensure that they have ownership of them.
- Time – What is the expected time for the meeting, including breaks, and at what time will the meeting end?
Identify a subject for an upcoming retreat with your team. Use the IDOARRT framework with the group. Go through each point and invite participants to ask questions or make suggestions or edits. Avoid diving into the retreat agenda itself and keep the team focused on designing the meeting process. Spend about 30 minutes or less on this.
Once you your team has discussed all the points, document it, and complete any scheduling for the meeting that may be needed.
After the meeting concludes, reflect with your team:
- Did using this framework make our meeting more effective?
- How can we incorporate this tool into other meetings in our organization?