Efficient Coalition Gatherings: Boosting Productivity and Consensus among Group Members
In the realm of coalition work, conducting successful meetings is crucial to achieving shared goals. Here are some strategies that can help ensure your meetings run smoothly and productively.
Establishing Clear Goals and Expectations
Clear goals and expectations are vital to prevent confusion and build trust among coalition members. By articulating what the coalition aims to achieve and what is expected from each participant, alignment and focus are created [1][3].
Building Trust and Fostering Open Communication
Trust and open communication are the cornerstones of a successful coalition. Encourage members to share openly and maintain accountability by defining clear roles and responsibilities. This nurtures credibility and collaboration [1].
Creating and Maintaining a Clear Decision-Making Process
Decide upfront whether decisions require unanimous consent, majority, supermajority, or consent-based decision-making led by a trusted delegate. Clarity helps prevent deadlocks and ensures all members feel their input is valued [1][3].
Managing Conflicts Promptly and Constructively
Address disagreements as they arise to prevent escalation and maintain coalition unity. Promote a culture of respect, empathy, and direct engagement [1].
Establishing Regular, Structured Meeting Venues
Regular, structured meetings improve information sharing and informed decision-making across members. Monthly or bi-monthly meetings with agreed norms for agenda setting, minute-taking, and updates foster transparency [3].
Choosing the Right Leadership and Participants
Favour organic leaders who have influence, trust, and respect within the coalition. Discuss and define leadership roles openly, and consider rotating leadership to balance power dynamics [3].
Encouraging Negotiation and Collaboration Skills
Cultivate negotiation and collaboration skills, including careful preparation, active listening, asking open-ended questions, and aiming for win-win outcomes that address diverse interests within the coalition [2][5].
Meeting Etiquette
General meeting etiquette applies to conference calls and video meetings, with additional considerations to ensure clarity and understanding. Key practices include calling in early, speaking in a normal tone, identifying yourself before speaking, and looking into the monitor during video meetings [4].
Preparing for the Meeting
The coalition facilitator should send the agenda to members before the meeting and ask for additions, with a deadline of two days prior. Clear communication of goals and priorities can help speed up the decision-making process [4].
During the Meeting
Be present. Pay attention and set aside other tasks during the meeting. Enunciate clearly, test all equipment before the start, and suggest stretch or activity breaks for longer meetings. Look into the monitor when speaking in a video meeting [4].
Post-Meeting
Meeting notes help keep members informed about the work of the coalition. They should contain the date, list of attendees, reports, votes, elections, nominations, and important announcements [4].
Additional Considerations
Choose a quiet location with minimum background noise. Stay on the line for the entire call, or let others know at the beginning that you will need to leave early. Conference calls and video meetings are alternatives to face-to-face meetings, often used to save time and money [4].
Examples of healthy meeting guidelines and assistance in guideline writing may be available from local Extension offices, local health departments, and other local nonprofit organizations. These organizations may also provide technical assistance in setting up conference calls and video meetings, if needed [6].
The meeting agenda should include the date, time, and place of the meeting, main purpose, agenda items with presenters and time limits, the date and time of the next meeting, and any special upcoming meetings or events [6].
Recommend healthful food items to serve at meetings and events to promote wellness within the coalition [6].
The facilitator should strive to start and end meetings on time, being mindful of the number of items and time allocated to each [6]. The facilitator can ask members to respond to the agenda notification, indicating whether they plan to attend the meeting [6].
By adhering to these practices, your coalition meetings will be more coherent, effective, and productive, ultimately advancing your shared goals.
References:
[1] Knight, C. L., & Preis, J. C. (2017). The Art of Collaboration: How Leaders in Coalition Work Get Results. Jossey-Bass.
[2] Fisher, R., & Ury, W. (2011). Getting to Yes: Negotiating Agreement Without Giving In. Penguin Books.
[3] Kania, J., & Kramer, M. (2011). Collective Impact. Stanford Social Innovation Review.
[4] The Co-operative Group. (2016). Effective Meetings Toolkit. The Co-operative College.
[5] Patton, B., & McKegg, K. (2010). Collaborative Skills Training Programme. The Centre for Collaborative Leadership.
[6] National Extension Association of Family and Consumer Sciences. (2018). Meeting Management Series. Nebraska Extension.
- In addition to adhering to structured meeting practices, coalition members can focus on rural development and community development by promoting home-and-garden initiatives that enhance the lifestyle of rural residents.
- To achieve long-term success in their coalition work, members can collaborate on creating strategies for rural and community development that include home-and-garden improvements, thereby improving the overall living standards and quality of life within their community.
