Articles
Be A Valued Contributor
© 2001 Patricia Katz, Optimus Consulting
Build yourself a reputation as a valued contributor at the meetings you attend. It's much more positive than playing the role of a barracuda or a sponge.
The barracuda approach (teeth barred and ready to scramble) may be exciting. Life as a human sponge (sit back and soak it all up) may be comfortable. But neither role helps the group or your image.
Here's how to become a more effective meeting participant.
Review the agenda ahead of time to fire up your brain's back burners. The ideas will be simmering away while you're doing other things.
Bring information to share. Pull together the background details for your ideas.
Arrive on time. Rolling into the parking lot, or the building at 3:00 p.m. for a three o'clock meeting is not arriving on time. Be in your chair and ready to go.
Determine the purpose of each agenda item so you can make useful contributions. When an item is for your information, listen carefully. When the item needs your input, offer your opinions. If the item calls for a decision, get involved in the process.
Ask questions. If you are confused, so are others.
Share your views; don't sit on them. Show your support or disagreement. If you have a better idea, speak up! Don't save your reactions for the ‘Here's what they should have done!' review over coffee.
Keep your remarks brief and to the point. Don't repeat what has already been said.
Take notes to clarify your thinking and keep your mind on topic.
Pay attention to the suggestions of others. Be open to new and innovative ideas. Remember, it's tough to listen when your lips are moving!
Mind your manners. Let others finish speaking. Avoid side conversations. Disagree with dignity not daggers.
Do your homework. Follow through on the assignments you accept and meet the deadlines that are set.
Above all, look for ways you can help with the progress of the meeting and the organization's larger goals. It's not fair to dump total responsibility for the meeting on the chairperson. Each member of a group owns the meeting and is equally responsible for its success or failure.
If the discussion is dragging, suggest that you move on. If it looks as if a decision has been reached, sum up, make a motion to close, or call for a vote.
Don't stew in agony and frustration. Ask yourself this question: “What could I do now to move things forward?” Follow through on your answer.
If you lead a group that holds regular meetings, you can prime your members to do their best. Don't leave your participants to fend for themselves while executive members receive orientations, job descriptions, procedure manuals, and briefings from their predecessors. Take the lead. Share this list of responsibilities and suggestions with new and experienced members of your group at least once a year.
Patricia Katz, MCE CHRP, works with the overloaded and overwhelmed to accomplish what matters most and find more peace of mind in the process. Based in Western Canada, this speaker and author of three books specializes in productivity and perspective. To bring Patricia’s expertise to your organization, call toll free (877-728-5289).
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