Ragan Cohn on Effective Meetings
Who doesn’t dread meetings and conference calls? They may seem to lack purpose, run on too long and resolve nothing, said Ragan Cohn, CAE.
“It’s really about time. If you’re going to invest your time in a meeting, you want to come out of it feeling like you made a contribution and left with something valuable to your work,” said Ms. Cohn, vice president of governance and communications for the National Commission of Certification of Physician Assistants. Good leaders can control meetings and calls so they achieve those goals and engage participation, she said.
Be clear about every meeting’s purpose, said Ms. Cohn. Think ahead about other people you may want to invite to particular meetings to help the group make decisions effectively, such as legal counsel or former committee members.
Don’t waste precious meeting time rehashing past events. Email attendees a backgrounder memo they can read in advance. Use email surveys to gauge consensus or conflicts beforehand. At the meeting, spend time discussing how to achieve tasks, and the possible risks and benefits of each idea, she said.
Ms. Cohn asked attendees to call out ideas on how to improve meetings or conference calls, which included:
- Create a strong agenda and stick to it;
- Set ground rules so meetings don’t turn into gripe sessions;
- Call on each participant so every viewpoint is heard;
- Explain organization-specific jargon to new members; and
- Define the metrics of successful outcomes for each decision.
“It’s not enough to make the right call as a leader when it comes to decision making. Your group must be committed to a decision and see it through,” said Ms. Cohn. “If people are engaged in this process, they’re more likely to be committed to the outcome.”
To close your meeting or call, review each decision and ensure that each attendee knows the next steps, said Ms. Cohn. Promptly review the minutes to ensure accuracy.
Chairing a committee can feel like a weighty responsibility, but you don’t have to shoulder it alone, she said. Delegate tasks and ask for help.
“Remember, your staff liaison is your most important resource and partner. They want you to be successful. Invite that partnership and take advantage of it. You’ll find that your chair experience will be rewarding, and your committee will succeed in making effective decisions that move the ACR forward.”
Susan Bernstein is a freelance journalist based in Atlanta.
