9 - Effect of meeting design on boardroom dynamics Flashcards
Meeiting stats
Surveys suggest over 50% of meeting time is wasted.
Unproductive meets cost American corporates over $37 billion in lost time and resources
Ray Dalio principles of meetings
- emphasise purpose
- precise in meeting communications
- establish type of meeting
- be assertive and open-minded
- keep track of progress made
- try to avoid topic slip
- remain calm and analytical
- be clear in assigning responsibilities
- utilise two minute rule to avoid introduction interruptions
- reach a conclusion
- figure out if meeting was effective
The Art of War, Sun Tzu
“every battle is won before it is fought”
Cohen “meeting design characteristics and attendee perceptions of meeting quality”
A. TEMPORAL CHARACTERISTICS
1. Meeting length
2. Promptness of start and end
3. Use of breaks
4. Time of day
B. PHYSICAL CHARACTERISTICS
5. Lighting
6. Noise
7. Temperature
8. Refreshments
9. Meeting space
10. Technology use
11. Seating dynamics
12. Meeting space arrangement
C. PROCEDURAL CHARACTERISTICS
13. Meeting goals
14. Agenda use
15. Pre-meeting talk
16. Visual displays
17. Meeting agreements
18. Minutes
19. Meeting recorded
D. ATTENDEE CHARACTERISTICS
20. Number of attendees
21. Presence of a facilitator
Use of breaks
Psychological research - maintain attention for 30-40 minutes
Pomodoro Method - 25 mins work, 5 break for four cycles, then 1/2 hour break
Danish study - students took a 20 minute break before test had substantially higher results
Chronotypes (Breus)
Larks - morning performers
Owls - later in day
Also Dolphins, Bears, Lions and Wolves
Justin King, CEO Sainsbury’s
“Make Sainsbury’s great again”
Head office name change to “Store Support Centre”
Historical, traditional, grand pictures in boardroom replaced by pictures of employees working in stores - subliminal reminder
With virtual boards, important to
- Directors to have F2F first to build personal relationship
- Virtual ad hoc addition to more predictable F2F meeting
- Socialisation at start of meeting
- Ensure people see and hear
- Agree ground rules
CGI Good practice for virtual board and committee meetings (2020)
- right channel
- well structured and avoid unnecessary complexity
- preparation is key
- additional techniques by chair
- ground rules
- clear instructions on accessing system
- good boardroom practices more necessary
- understand differences and comparative benefits and challenges virtual and F2F
Proxemics
study of the amount of space people prefer to have when engaging in conversation with others
Peace process
Physical design characteristics significant part in proceedings.
Choice of venue.
Table shape - Blair wrote final stages of talks in 2007 nearly collapsed over choice of table. DUP opposite - “still adversaries”. Sinn Fein - next to each other - “partners and equals”.
Deal done after Downing Street official suggested diamond shape - “so they could sit both opposite and with each”
Board design checklist
- Set meeting date and co-create
- Minimal additional attendees
- Brief - only concise and relevant details
- Appropriate meeting space
- Circulate confirmed agenda and timings
- Evaluate and adapt meeting room facilities
- Appropriate refreshments
- Assign seating if required
- Start on time (even if not all there)
- use facilitation and/or physical position changes as required
- End before or on time
- Circulate minutes after meeting
Summary of board design checklist
- temporal
- physical
- attendee characteristics
- procedural
