 | 4.5. Meeting evaluations | |
|---|---|---|
| ↢ | Chapter 4. Feedback and Learning | ↣ |
How satisfied are we with the product of the meeting? With the process of the meeting? With the interpersonal dynamics?
At the end of every meeting, we evaluate our meeting (preferably in a round). Each person says how the meeting worked for them. If we look at it from a needs/feelings perspective, we all are sharing how well the meeting (a strategy to do work together) met our needs. Did the meeting meet our need for productivity? For connection? Did it give us clarity or maybe companionship? Or maybe we created a policy that contributes to our need for safety or harmony? We can also share feelings that go along with the met needs, for example “I am happy about how productive the meeting was”, or “I was anxious before the meeting, wondering whether the agenda was too full, and now I am relieved that we got through all the agenda items.”
What do we do with ‘‘negative’’ feedback? We share it as well. Better said in the room than as gossip afterwards.
Below are some examples of how to express our meeting evaluation, with a self-awareness of our feelings and needs and without blame, just talking about our own experience with no expectation that we are accessing any absolute truth. Which needs were met:
“I enjoyed this meeting because it seemed efficient. I particularly liked how you kept us on topic when we wandered off.”
“I am glad about our decision and the sense of integrity it gives me.”
“To me, it seems like there was balance in how much each of us contributed, so there was quality and harmony and flow, and I like that.”
“I want to appreciate Xiang for giving me space to express myself when I had the objection, everyone made an effort to understand where I was coming from. Thank you.”
“This was a fun meeting for me. Stimulating, productive. I felt connected and that really works for me.”
“I appreciate that all the agenda items were well prepared. Thank you for that!”
Which needs were not met:
“This meeting was very effective but I would have wished for more connection and time for reflection.”
“I noticed some crosstalk in the meeting with people speaking out of turn and that makes it hard for me to be focused. I like the sense of equality and the calmness that comes with rounds. I don’t enjoy when I feel like I have to compete to be heard.”
“The meeting did not work for me at all. I am curious to hear how other people experienced the meeting but I know that I was sitting with a lot of confusion because I was not really sure what we were doing. I think more structure would help me.”
“It was hard for me to be around the vibes of hostility during the meeting. I am not sure whether that is what was going on but that’s how it landed on me.”
If we notice patterns around topics that come up during meeting evaluations, we put them on the backlog so they can be tackled. For example, if half of the group is chronically late to meetings, then that might come up in the meeting evaluation the secretary can put topics onto the backlog during the meeting evaluation for a future meeting. The same is true if some people engage in a lot of cross-talk or if meetings are not prepared well. We use the feedback to improve our meetings. Then the leader and facilitator can take it from there when they prepare the next meeting.