| Meeting Formats | <– Date –> <– Thread –> |
From: Gretchen Westlight (gren agora.rdrop.com)
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| Date: Fri, 3 Dec 1999 00:30:44 -0700 (MST) | |
Greetings -
About a month ago, I posted a question to find out what kinds of meeting
formats are being used in other communities. I've been working on
compiling a descriptive list for my community (Cascadia Commons), and
wanted to make it as inclusive as possible. Several folks requested that
I post the results, and at last, here they are!
This list is designed to help presenters choose an approach ahead of time.
There were some formats that I felt fell into gray areas, so I mention
them by name in the introduction but do not describe them. The list below
does not include things that are primarily (in my experience) used to
change direction in the middle of a discussion, to keep things moving, or
to shift the energy, etc., which are generally impossible to plan ahead
for and which I consider the responsibility of the facilitators, not
necessarily the presenters.
I'd like to credit my fabulous community-mate, Erica Bolliger, with great
editing, and to thank the creative Patty Mara Gourley of Tierra Nueva for
her generous and thoughtful comments. Any errors or omissions are mine,
and if you find any I'd like to know about them! ;-) I'm including the
list in text format, which is really not too different from my final
layout (if anyone really needs to see it completely formatted, I'll be
happy to send it privately). I managed to fit it onto 2 sides of legal
sized paper (11x14 inches), using mostly 12 point Garamond font. CAPITALS
are what was in bold, *asterisks* indicate italics.
I hope you find this useful. May it bring variety and vitality to your
meetings.
Gretchen Westlight
Cascadia Commons Cohousing
Portland, Oregon, USA
P.S. I was originally intending to unsubscribe after I posted this
message, but I'm really enjoying the list. It's giving me such hope and
perspective -- we're having a hard time in Cascadia: after 9 months of
permit purgatory, we entered the fiscal inferno. It's almost 9 months of
that, so I figure we're due to enter into construction chaos anytime now.
The list gives me a taste of the pithy paradise I hope cohousing to be,
which helps me get through these unpleasant and seemingly endless months.
I expect mostly to lurk, and want to thank everyone who does post -- your
words have value beyond the information you share, and I am grateful.
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Meeting Formats
12/99
This is a list of several meeting formats, which may be used during part
or all of a meeting, including Community Time. It is provided to help us
select what form we most need at any given time. The various formats can
help give structure, clarity and depth to our interactions, thus
enhancing our communication.
There are also a number of techniques available to get us through a stuck
place or to add variety to our meetings, to keep things from getting
routine. These include FISH BOWL EXERCISE, SMALL GROUP DISCUSSIONS,
DEFINING THE PROBLEM, and many more. While presenters can plan to
incorporate these techniques if desired, it is most often facilitators
who will recommend using them during a meeting to maintain our forward
progress. Consider whether a Listening Meeting or Council Process would
be a wise first step to ensure everyone has had a chance to speak to an
issue; usually we are not able to reach true consensus on complicated or
hot topics without having a full airing of opinions and feelings.
BRAINSTORMING
Purpose: To produce new ideas on any given topic, to get creative
juices flowing.
Qualities: Free flowing, generative, creative (sometimes funny or
outlandish!). Fast-paced with natural periods of quiet.
Form: Popcorn-style is most natural to this format. People
speak out ideas as they occur to them (use several
scribes if needed to capture everything).
Guidelines: No judging or commenting. "Unreasonable," "illogical,"
and "long shot" ideas welcome, as they may inspire other
ideas that later prove workable. Don't censor anything
or anyone. Do not flesh things out during the
brainstorming. May take time at end to combine,
prioritize, preliminary fine tune, and otherwise tweak
the ideas generated.
COUNCIL PROCESS (Talking Circle)
Purpose: To bring out all pieces of the Truth. Each council
member brings a piece of the truth to the circle --
essential, but only a part of the whole. The truth of
council is to uncover greater understanding. It can be
used in large or small groups for: finding all the
voices, conflict resolution, storytelling, brainstorming,
co-visioning. It is *not* a decision-making structure.
Qualities: Derived from a Native American format: We must consider
the impact of our truths today unto seven generations.
Interactive meditation; deep, mindful listening; heart
speaking; all are one.
Form: All sit in a circle. The Council Chief opens and closes
the circle, and reminds the group of the guidelines as
needed. The talking stick is used to entitle one person
to speak at a time; it is returned to the central
"children's fire" between speakers. The children's fire
serves as a reminder of the generations to come and the
future repercussions of our words (a physical
manifestation is important; candles can represent the
fire in the absence of a central hearth).
Guidelines: Speak honestly from the heart to the perspective of the
children's fire. Never cross the children's fire (no
interrupting, responding, negating), except to say "ho"
with deep agreement or when someone's words have
expressed your heart. Be brief. Listen from the heart
-- planning ahead what to say in response hinders the
weaving of the council's magic thread. Pause between
speakers -- hear the truth in silence. Complete
confidentiality is maintained outside the circle, as the
truth is in what each person's heart hears for itself
(retelling it biases it by the teller's filters).
Council Process may also be done with each person
assigned to represent a specific perspective (e.g., the
land, the architect, the developer next door, the
children, etc.).
EXTENDED CHECK-IN
Purpose: Answers the questions "how are you doing?" or "what is up
for you right now?" An opportunity for each person to
express what is going on in his or her life (not
restricted to cohousing).
Qualities: Re-connecting, deeper knowing of each other.
Form: Flows more smoothly to go around the circle, but
popcorn-style is okay.
Guidelines: No interruptions, and allow each person to finish. May
have time limit per person.
LARGE GROUP DISCUSSION (Regular Business Format)
Purpose: To discuss and/or decide on business by bringing forth
support, concerns, questions, additional information and
feelings about business items.
Qualities: Cooperative thinking (let's put our heads together).
Conflict is viewed as an opportunity to increase
understanding and/or make well-considered decisions that
have been viewed from many sides.
Form: Committees (or individuals) make proposals or request
discussion time. Facilitators guide the discussion by
calling on the colored cards in the appropriate order,
and by keeping the group on task and on time. Decisions
made by consensus.
Guidelines: Use cards, stay on topic. Delegate further detailed
discussion to the relevant committee. Proposals should
be distributed to the group at least 2 days before they
will be discussed.
LISTENING MEETING (Sharing Meeting)
Purpose: To listen to each other and feel heard; to build a sense
of community by creating safety and by increasing
knowledge about each other. To share background
information, issues and concerns, perhaps about items
that we will eventually have to make decisions about.
Qualities: Spacious acceptance of each other's truth, even if the
content is controversial. Attending to listening skills.
Form: May have a theme, such as answering the question "How do
you feel about _____?" (a current issue or whatever).
Can include exercises to get people thinking and talking.
May use go-round or popcorn-style sharing.
Guidelines: No decisions allowed, although topics that are raised and
suggestions made may be discussed or addressed later as
action items if appropriate. No interruptions: one at a
time, and include silence. Respect each other, and
respect yourself. Disagreement is fine. Emotion is
fine. Topics that come up here can be carried on outside
the meeting, but no talking 'about' someone unless you
are willing to say that same thing directly to the person
(i.e., no "gossip").
OPEN SPACE MEETING
Purpose: To provide a flexible structure for creative thinking and
risk-taking action.
Qualities: Adaptive, self-driven, encouraging and requiring personal
responsibility. Suited for community time, not regular
business meetings.
Form: Each person brings whatever topics they want to for the
agenda, and participates in whatever small group
discussions that interest them. The first time Open
Space is used, it is best to dedicate a full day to it;
when the group becomes more practiced, less time may be
needed. Also for the first time, an outside facilitator
is recommended. For further information: _Riding the
Tiger_ by Harrison Owen (1991, Abbott Publishing).
Guidelines: The basic elements are a Theme (determined ahead of time
by the whole group, can be as simple as "What's Up?"),
Start and Stop Times, the Community Bulletin Board, and
the Village Market Place. The Four Principles: whoever
comes are the right people; whatever happens is the only
thing that could have; whenever it starts is the right
time; when it's over, it's over. The Law of Two Feet:
everybody has them, and is responsible for their use;
there is a time to talk and a time to walk.
REPORT
Purpose: To share information with the group, or to bring the
group up to speed on the details of committee and other
outside work.
Qualities: Business-like.
Form: An individual or committee presents information necessary
to the group for keeping up on work that is happening, or
that is relevant for future decision-making. The group
may or may not have the opportunity to have questions
answered.
Guidelines: Generally it is information-out only (no discussion).
Allow the presenter to field questions as they prefer,
either during their report or at the end.
OTHER: Create Your Own Format
Purpose: To meet a need that couldn't be met by, or to address a
topic that wouldn't fit within, any of the formats above.
What is the desired outcome?
Qualities: You decide!
Form: How do people share or speak? Are there special roles,
supplies or props that are needed?
Guidelines: Consider confidentiality, what happens to information
that is brought up (viz. future business), dealing with
emotions, etc.
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