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How to Plan and Execute Meetings for Better Collaboration (Free Planning Toolkit)

Systems. It’s the backbone of success.

And in the case of the Pyramid Model, it’s also the backbone of successful implementation. While goals are important for driving us forward, effective systems lay down the path to reach our final destination.

For example, when you’re a leader, you help your team reach their goals. But your systems are what your team does every day and in every meeting to hit each milestone.

If your organization has implemented a new program or method across the state, you know that strong leadership, effective meetings, and teamwork are key.

But how often do those systems fail? Does that meeting run late yet nothing is achieved? That while leadership has their ducks in a row, the team is scrambling to meet deadlines. That after it’s all said and done, there’s no improvement?

The purpose of the Pyramid Model is to help states coordinate their efforts and come together to support children. From selecting a leadership team to planning collaborative meetings, we’ve compiled evidence-based research to make implementation not only easier but more successful.

Follow the advice here and download our Free State Planning Toolkit (link to toolkit). Soon, you can begin to create systems, or in this article’s focus, meetings, that generate action and results.

Set logistics and ground rules for efficiency

For team development and task management, meetings are critical. But they can fall apart without preparation, communication, and leadership.

Prior to the meeting, decide on the logistics:

  • Where will the meeting be held and at what time?
  • Is that convenient to all parties?
  • What technology will be needed to run the meeting?
  • How does the space need to be set up?
  • Who will be in charge of preparing the space? How about the meeting? Or the agenda?

Once you decide who leads the meeting, distribute an agenda (well in advance) that details the following:

  • Meeting objectives
  • Time allotment for each item
  • Decisions to be made
  • Member roles

Finally, be clear and concise about the rules. For example, how many meetings can a team member miss? What are the rules for discussion? What are the rules for communication?

With a structure in place, your participants will know what to expect and what is expected of them. You’ll also have an easy-to-follow system that can be delegated to another member if a leader can’t attend the meeting.

Facilitate a collaborative meeting with defined goals

Effective teamwork can be challenging. But you can help your team become functional, collaborative, and trusting by creating an atmosphere of mutual accountability.

Everyone should feel comfortable voicing their opinion and feel valued and encouraged to contribute. While challenging ideas to promote creative decision-making and problem-solving, maintain high standards of respect.

Build a common ground, understanding, and vision. Define goals that are concrete and attainable. Finally, bind your team to completing each goal and hold members accountable for missed deadlines. If a goal or deadline needs to be changed, make it a team decision.

Create an action plan

Most importantly, develop an action plan to achieve your team’s vision. These plans can be used for: coordinating activities, establishing work groups, meeting agendas, and evaluations.

Ask the following questions when creating your action plan:

  • What do we need to do?
  • What are some challenges that may occur?
  • How will we overcome them?
  • What are some important transitions?
  • What needs to be done to sustain change?
  • Who is responsible?
  • What is the deadline?
  • What resources are needed?
  • How will we determine success?

This article outlines a few points that can be incorporated into your meetings for better collaboration. But, as promised, our Free State Planning Tool Kit is packed with webinars, agenda templates, resources, and research for even more preparation. Get your the toolkit here (link to toolkit).

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