Case Study Meeting Process
Parking Administration Officer, Louise Stopford
- Weekly meetings did not cover all items on the agenda.
- Meetings were primarily for information sharing – not a lot of engagement.
- Actions were not followed up in a timely manner.
- Many actions existed that had been open for a long time.
Impact this was having:
- Staff were not fully aware of current issues and events.
- Staff were becoming frustrated due to a lack of completion of actions.
- Ad-hoc agenda items dominated the meetings resulting in scheduled items not being discussed.
Desired future state:
- A forum that improves information sharing and an open and honest discussion.
- More engagement from the team.
- A focus on positive continuous improvement rather than backward looking discussion.
The approach undertaken:
The meeting agenda and meeting notes templates were reviewed and learnings/employee feedback used to improve the meetings process and supporting templates.
- Active listening and contribution is encouraged.
- The meetings are solutions focused rather than “problem raising”.
- Create more of a team approach.
- Team meeting rules were established.
- Agenda now includes time allotments for each topic to ensure all items are covered.
- A timekeeper keeps an eye on the time to ensure all agenda items are discussed.
- Acknowledgement of achievement are now included (Pats on Back).
- Actions are clearly defined and delegated.
- There is improved follow up of action items.
- Improved communication process.
- Information sharing clearly expressed.
- Effective use of time and resources.
- Raised expectations to complete action items.
- Accurate record of conversations for future reference.
- Review processes as part of continuous improvement.