2SOME QUOTESYes, we attended the coordination meeting, but frankly, the spontaneous meetings in the hallway that happened after the meeting were more useful.We planned a meeting for 11:40 … but NO ONE came on time.Yes, another useless meeting, based on self promotion and hampered by lack of leadership.
4Is a Meeting the Best Solution? STOP! Must it happen?Added value? Clear purpose?What happens if a meeting doesn’t take place?Other methods? s, chat room, sub-groups?
5Group Work Group 2: What Makes for a Failed Coordination Meeting? Group 1: What Makes for a Strong Coordination Meeting?
6Meetings as Process … Pre-Meeting: Preparation During-Meeting: Facilitation & SupportPost-Meeting: Follow-up
7Pre-Meeting Preparation Clear Meeting Purpose & ObjectivesDecide on the type of meetingSelect venue & assess strengths/weaknessesAgenda circulated, comments, modifiedKey documents summarized - circulatedFacilitator prepares and anticipatesBi-lateral discussions, communicationPreparation of visual support materialsPre-meeting meetings
8Three Main Types of Coordination Meetings Problem Solving: Where participants solve specific problems related to established approaches and systems.Strategic: Where key decision makers define a set of approaches and systems.Informational: Where the purpose of the gathering is to disseminate or exchange information between groups and individuals.Note: These types of meetings are often combined according to need.
9Other Different Types of Meetings Briefings One-way download of informationCollective briefing Information sharingDecision-making Take a standIntroductory meeting Relationship buildingConsensus meeting Agreeing on the directionTechnical meeting Agreeing on terms, standards e.g.Problem solving Crack the nutInterview Pulling out informationJust another meeting = Waste of time !
10Meeting Venues Telephone Conference Video Conference Internet, e.g. SkypeFace-to-FaceChat roomCombination
11Phone/Video Conference Tips Pre-meeting send agenda/passcodesStart on timeStart with roll call – signal new callersOne person speaks at timeDiscourage speaker phonesSpeaker announce selfStick to agenda
12Coordination Meeting Logistics Equipment needed and workingRoom layout and seating arrangementTable tents/name tags/participant listRefreshmentsPre-meeting materialsAccessibility issues
16Basic Support Materials D. Trold – OCHAName Tags /Sign-Up SheetSituationXYZ
17Support Materials: Gap ID Needs?G O V TWF PU N H C RN G O12O C H AFilling GapsNeeds AssessmentXMeet with Govt. to gain accessFoodxWater/ SanitationShelterArea of unmet needSecurity SituationDisplacedWorking group needed
19Coordination Meeting Facilitation Share responsibility for successStart with review of agenda & objectives, time limitsEnsure meeting is adequately resourcedSet and enforce normsIf off track? Check relevancy of idea or issueModerate conflict & deal with difficult membersAsk for HelpSummarize and synthesize meeting agreements & decisionsLeave with an Action Plan and clarify next steps
20Group Dynamics Goals Norms Exercising Influence Decision-Making StrategiesGroup Development
21Post-Meeting: Follow-Up Concise, rapidly disseminated minutesClear referencesFollow-up on action pointsPower of the note-taker
22Meeting Challenges Group Exercise What do you do if: Weak or Inexperienced Chair/FacilitatorToo Many or Wrong ParticipantsFacilitating when I’m not neutral!Overloaded Agenda, “Extra” Agenda Items
23Meeting Challenge #1 Weak or Inexperienced Chair/Facilitator What to do?Coach and give feedbackOffer to Co-ChairDon’t embarrass or undercutRedirect with questionsAsk someone/expert to speakPre-meeting communication of important docsPre-meeting preparation with facilitatorEmphasize agenda times & purposeWeak or Inexperienced Chair/Facilitator
24Meeting Challenge #2 Too Many or Wrong Participants What to do? Selective participation – use invitationsConsider briefing rather than discussionThematic sub-group/working group meetingsDiscuss meeting needs at beginning break into smaller groups report back to large groupCancel meeting
25Meeting Challenge #3 Facilitating when I’m not neutral! What to do? Ask for co-chair or co-facilitatorTemporarily step out of chairAcknowledge point of view upfrontThematic sub-group/working group meetings
26Example of Meeting Agenda Meeting Challenge #4Overloaded Agenda, “Extra” Agenda ItemsWhat to do?Example of Meeting AgendaShorter, more frequent meetingsStandard agenda with focused objectivesSet Time Limits, discussion normsPrioritize agendaRemind all of meeting objectiveSub-group or sector meetings“Parking Lot”End of meeting theme groupsIntroductionsHumanitarian Situation UpdateAgency Updates & ActionsSecurity SituationLogisticsProtection & Human Rights IssuesPlanning Itinerary for Upcoming Donor VisitNegotiating Access to Northern ProvinceNew Location of Coordination Meetings
27Keys to SuccessKnow where you are going - create a written agenda with specific objectivesRight folks for right task – assign tasksSchedule realistically – good time managementStart and stop on timeAnnounce important norms & ground rulesTrust committeesEffective gate-keepingUse visual aidsAssign follow-up actionsBe aware of meeting continuityMeet physical & logistical needs incl. refreshmentsDon’t meet!!
29Coordination Meeting Structures in Aceh 2005 Government Coordination Meeting[Pendopo every other day]DHCOCHAChairUN rep.Co-chairChairsLine ministryLine ministryLine ministryLine ministryLine ministryLine ministryIASCEDUCATIONLIVELIHOODWATSANHealthShelterFOODHeads SWGINGO’sLNGO’sDonorsCom. Ser.SecurityGeneral Coordination MeetingAll information available through the Humanitarian Information CentreHumanitarianCommunity