FROM AN EMAIL I WROTE
Meetings without notes are just “campfires”.
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“Campfire” meetings are just like a potlatch which could involve a feast, with music, dance, theatrically and spiritual ceremonies. In it’s simplest form, the campfire meeting is just a gathering that tell stories. Often, promises are made, deliveries scheduled, oaths given. And all is lost when the meeting ends. Even before the last final Kumbaya has been sung, the agreement begins to erode. There needs to be a “totem pole” erected recording who was to do what.
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I like a very structured meeting. Otherwise nothing seems to be accomplished.
The CHAMPION is the one who calls the meeting, ensures attendance, and justifies the effort. The ORGANIZER is responsible for the venue. The ARCHIVIST (the politically correct name for the Secretary) creates the agenda and minutes. The TIMEKEEPER keeps the meeting on schedule. The FACILITATOR moderates the debate with in the rules of engagement.
At the very least, there is an ANNOUNCEMENT, the AGENDA which may be sent with the announcement, and the MINUTES which may be in the form of informal notes.
Without structure, accomplishments are by luck; not design. I used to have a boss, who would announce at the beginning and end of a meeting, how much that meeting could / did cost the organization in salary dollars. It kept meetings short and focused. He made me crazed about meetings.
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Reinke Faces Life 