Want to Plan Better Workshops? There’s One Tool to Rule Them All.
You've tried it before: You're invited to a meeting by someone you don't really know about a project you can't remember you've heard of, and you're not quite sure how to contribute to the meeting. Click. You accept anyway. Many meetings are inconsiderate and, therefore, missed opportunities. By contrast, a good meeting, where every detail is thought about, can be the key to promoting a team or organization's journey toward its goals. So, how do you ensure that the meetings you host are productive and perceived as meaningful?
IDOARRT (Intention, Desired Outcomes, Agenda, Roles, Rules & Time) is a simple tool that ensures you understand the most important considerations when planning a good meeting or workshop. When we have to schedule a meeting, we often jump directly to the agenda (unfortunately, some meetings have no agenda at all).
Instead, begin by clarifying the deeper intention of the meeting and what you want the meeting participants to achieve during the meeting.
Intention: What is the intention or deeper purpose of the meeting?
Desired results: What results do we wish to achieve when the meeting is complete—decisions, appointments, learning, understanding, suggestions, etc.?
Now is the time to consider the agenda itself. What questions and activities will be meaningful and lead the meeting participants to the desired results? Don't just think about discussion points; try to think of different methods and activities that can increase the effectiveness of the work and the overall experience of the meeting.
Agenda: What activities should we go through and in what order?
We rarely talk about roles and rules in meetings. But no one is bothering a party where all the guests take turns managing the Spotify playlist.
Roles: What roles must be in place for the meeting to be successful? Who is leading the meeting? Who takes notes? Who stands for coffee and cake? Does everyone participate, or is there anyone who just helps to provide information?
Rules: What agreements for the work will be important to make explicit in order for the meeting to be good and meaningful? It can be guidelines that require creativity, open and honest communication that people commit to, or something as simple as having the phone in your pocket and the computer in your bag.
Time is such an obvious factor that we sometimes overlook it. Good meetings have a clear schedule that can be adjusted as needed.
Time: How far is the meeting? When are there breaks? How long is there for each thing?
In addition to using the IDOARRT model to schedule a meeting, it can create a good framework for your meeting by presenting all parts of it to the meeting participants at the beginning of the meeting. This ensures clarity, transparency, and a secure framework for the participants.
Other tips:
Contact the people who will be attending or who will be affected by the meeting and speak with them in advance.
Be sure to get feedback on your plan from a few people—this will help people feel valued and more responsible in the meetings.
Meetings are not just about getting things done but also about promoting a positive team culture. How can you create space for personal meetings and connections?
Meetings may be fun. How can you use different instruments, such as films, pictures, poetry, or music, to inspire and create a mood?
Follow up with participants after the meeting. Did they get it out of the meeting they were hoping for, have thoughts come up at the back of the meeting, do they need anything from you or the other attendees?