Define the purpose of the meeting
In the Scrum Guide we show you how to organize mandatory meetings like the Daily Scrum or the Sprint Retrospective. They are already spelled out in the Scrum Guide: all the participants know why, when and who is going to meet in advance. We propose to establish the same clear rules in case the meeting is dedicated to some working issue and is not mentioned in the Guide.
First of all, define the purpose of the meeting: it motivates and helps participants to prepare. It makes no sense to meet without a purpose.
Usually, the participants of the meeting want to find a way out of the impasse or decide how to take an advantage of the opportunity.
Mark the result desired
Indicate the desired result in the form of a 3–5 detailed items to understand whether you reached the goal. The result differs from the goal because it can be seen and touched.
It is not a result to review the strategy for the fourth quarter or to enlist support of the management. If you gathered because of the problem, you should make a list of possible actions for your situation by the end of the meeting. And if you discuss a profitable partnership, the real result will be to sign the contract.
Make the agenda
To achieve the desired result, make the agenda of the meeting. This is the item schedule of the meeting, preferably per minute.
For additional clarity, the agenda is made in the form of a table. It indicates the participants of the meeting, the issues to be discussed and the time that is devoted to each issue.
Choose a moderator
Choose a moderator if you want the meeting to be held according to initial plan. He is responsible for the process: he looks whether the participants “fall out” of the agenda and helps to achieve the desired result.
The ideal moderator will focus you on the goal, involve in discussion, make sure that all ideas are recorded and not impose his own opinion. Cheer you and point the perfect direction,if necessary.
Expand these rules
This minimum set of rules is enough to change the attitude to such meetings in a couple of weeks. But you will achieve more if you add to it something new.
It depends on the specifics of your company to determine which settings to add. Probably some meetings will need more preparation, new roles or even special seat arrangement at the table.
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