The meeting’s over. Does everyone know what happens next? Start with a clear decision to make, hear from the people involved and finish by agreeing on who’s doing what.
People can leave the same meeting with completely different ideas about what was agreed. Before you add another agenda item, ask what the group needs to decide and what people need to know to follow through. The example below is for practice. Adapt it to your group and check any decision that depends on your school, campus or organization’s procedures.
Say your group is planning a small event. The agenda says “Discuss the event.” One person expects to pick a date, another wants to go through costs and someone else has come ready to brainstorm. Write down the decision you need to make before the meeting. For example: “Choose which of these two dates we’ll ask the responsible office about.” Everyone can see what’s being decided. You’ll still need the office to confirm the date before you commit.
Give people the facts and options before asking them to decide. Be clear about any limits and anything you’re assuming. If the room isn’t booked, say so. If a cost is an estimate rather than a quote, label it. That way, everyone starts with the same information.
Try four headings: purpose, what we know, what we need to check and today’s decision. Keep the notes short enough to read before the discussion. If you can’t settle the whole thing in one meeting, choose a smaller decision you have enough information and authority to make now.
Purpose: plan an event people can attend. What we know: we’re considering two dates. To check: the room, costs and required approvals. Today’s decision: pick a preferred date and agree on who will check each detail.
“Someone will follow up” can easily mean no one does. Agree on a person, a task and a time to hear back. Don’t assign someone who hasn’t agreed, or promise when another office will reply. The task might be to ask a question, gather information or bring back two options.
Before moving on, read back the decision and who’s doing what. Ask if anyone heard it differently. Someone might have taken a suggestion as a decision, or know about a requirement you’ve missed. If the group hasn’t agreed, write down the unanswered question.
At the next check-in, compare your notes with what happened. Did you get the information? Has the plan changed? Does the next task still make sense? Take a few minutes to discuss what helped and what you’d change. Keep those notes with the plan so the next person can learn from them too.
We’ve picked a preferred date. We still need to check availability. At our next check-in, we’ll go through the answer before committing.
Find the meeting or planning guide you need in the resource library. Before making a commitment, check your school, campus or organization’s current procedures.