Evotional.com - Mark Batterson

I recently wrote an article titled Death by Meeting for Ministry Today. Just thought I'd share excerpts via blog. I don't claim to be a meeting expert. But I've learned a few simple rules over the years. Here's an abbreviated version of the article.

Death by Meeting

I don't like meetings. I never have. And I probably never will. Maybe it's my personality. Maybe it's Attention Deficit Disorder (ADD). Maybe it's the fact that I'd rather be running around doing things than sitting around talking about things.

I've sat through meetings that would bore a sloth. I've experienced counter-productive meetings that create more problems than they solve. And who hasn't endured a mid-afternoon meeting with a monotone speaker. It's death by meeting!

I'm just not a meeting person. But the problem with that is this: meetings are an inevitable part of ministry. I have staff meetings and planning meetings. I have financial meetings with our stewardship team; brainstorming meetings with our creative team; and counseling meetings with engaged couples. Throw in a litany of non-church meetings and sometimes I feel like throwing in the towel.

But I've also learned to appreciate a well-planned, well-run meeting. There is nothing like a meeting with lots of energy and synergy.

Let me share seven lessons I've learned about maximizing your meetings.

#1 Designate certain days of the week as meeting days

I schedule all of my meetings on Tuesdays and Thursdays. I schedule as many meetings as I can. And I'm in meeting mode all day long. Those are long days that can be physically and emotionally draining, but the payoff is two days a week that function as study days or vision days. I dress down on Mondays and Fridays. I kick back. And I have time to write or think or dream or study or read.

It doesn't matter what days you choose as your meeting days. The key is finding a rhythm that works for you.

I learned a lesson a few years into pastoring: you can't revolve your life around other people's schedules. If I schedule my life around other people I'm going to live in constant chaos. I know it sounds harsh. I know it sounds selfish. But I expect people who want to meet with me to reorder their schedules so they can meet with me.

Most people want to meet with me in the evening, but I have three children. And I don't apologize for the fact that they are my top priority. I'm coaching basketball. I'm quizzing them on spelling words. I'm tucking them into bed. So I limit my evening meetings to one night per week. That insures a boundary between family and ministry. And it insures that I keep my priorities straight--family before ministry.

#2 Start every meeting by Sharing Wins

I open every meeting by allowing team members to share personal or corporate wins. It creates positive energy. It puts us in a positive frame of mind.

It is the job of leaders to find every excuse they can to celebrate everything they can! We need to celebrate the wins as a way of glorifying God. And we need to celebrate wins as a way of affirming each other.

Sharing wins is the most important part of every meeting we have! It reminds us that God is doing some amazing things week-in and week-out and we have the privilege of being part of it. It helps us zoom out and refocus on why we're doing what we're doing.

#3 Don't avoid Conflict

Job 11:6 is one of my theological linchpins. The NLT says, "True wisdom has two sides." In other words, truth is found in the tension of opposites. No tension equals no truth! One of the greatest meeting mistakes leaders make is short-circuiting conflict.

Don't get me wrong. It is the job of a leader to defuse unhealthy or unnecessary tension. I don't have time for tension that is the byproduct of immaturity. But we ought to be wrestling with issues. And we need differences of opinion. After all, iron sharpens iron. Sparks may fly, but meetings without any tension are often dull.

Good leaders find ways of affirming individuals while fostering constructive conflict. A well-debated issue results in broader perspectives and deeper convictions. It also gives team members a sense of ownership because they have a voice.

#4 Mix up meeting times and meeting places

Don't fall into a meeting rut--the same Bat place at the same Bat time. You've got to mix it up. One key to creativity is a change of geography.

When we have an important decision to make or issue to discuss, I try to schedule an offsite meeting. My mind is less cluttered when I'm away from the office. And I find that our staff is able to check out of their routine. They don't hear their phone ringing and they aren't as distracted by the things they need to do.

#5 Don't talk corporately about individual issues

If you don't control your agenda, your agenda will control you. Some issues need to be on everybody's radar. But other issues ought to be handled one-on-one. When you discuss irrelevant issues in a corporate setting you lose credibility. And people begin to view meetings as a waste of time.

#6 Cut Your Agenda in Half

Here is a good rule of thumb: the more you talk about the less you will accomplish. When you discuss a couple issues you feel empowered. You're able to wrap your mind around those issues. It's motivating. It's empowering. But when you discuss too many issues it begins to produce feelings of being overwhelmed. Cut your agenda in half and you'll be less stressed and more motivated. Don't major in minors!

#7 Make sure everything you talk about lands on a to-do list

You know what drives me crazy? People who point out problems but don't offer solutions! No matter how good the plan, they can find some reason why it might not work. Quit pointing out problems and become part of the solution!

Here is some of the best advice I can offer: make sure someone is responsible for everything you talk about. If you don't, it'll end up on the next meeting agenda and cause twice the frustration! And double-check to make sure they know they are responsible. Then give them a deadline.

Happy meetings!