Start & End Meetings On Time

(A. Solano)

Colleges are busy places, and any number of things can come up that might prevent members’ timely arrival and departure. While unforeseen circumstances may arise, they should be the only reason why team members arrive late or leave early from a scheduled and agreed upon meeting.[1]

Members of effective teams arrive on time and stay for the duration, first and foremost, out of respect for each other. Chairs/facilitators should discuss this matter of arrival and departure explicitly in the first or second team meeting and on an ongoing basis. Chairs/facilitators should seek out a commitment from members to adhere to this guideline. Members who arrive 10 minutes late for a 50-minute meeting miss 20 percent of the meeting. Moreover, their tardiness leaves the rest of the group not knowing whether to start the meeting on time or await everyone’s arrival. In fact, chairs/facilitators should avoid waiting for stragglers, as it only reinforces the perception that meetings typically don’t start on time. If members come to assume that meetings typically don’t start on time, they certainly will not make it a point to arrive on time.

It might seem like a minor thing to arrive on time and stay for the duration. In truth however, it is not minor at all, and it should not be taken for granted. It is a dependable indicator of an effective team. When there are effective teams across the campus it contributes to a healthy culture. 

Consider this scenario. A single-parent with a sick child decides to attend what has been deemed a critical meeting. She takes the day off, but decides to come in and makes every effort to arrive early. Is it fair to her to start the meeting 10-15 minutes late after all of the efforts she made to be on time?

Honor the people who arrive early by starting on time.

Also, it's unnecessary to judge those who are late. As educators, they may be held up by a student who has a significant need.

Last but not least, make all efforts to stay off the phone or to significantly reduce its use. Remaining attentive and thoughtful is a sign of respect for the team and for the tasks it must undertake. And for chairs/facilitators, if people are on their phones, it may an indication that the meeting isn't productive (see these effective meeting tips).

Students are counting on campus teams to be effective. 

Onward...

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Also visit: 

Doers & Inputters: Minimizing Burnout 

Tired of Unproductive Meetings?

[1] Modified Getting Results handout