What is it particularly suitable for

1. Redesign communication in frequently recurring meetings, e.g. jour fixe, target discussions, project status meetings, telcos, strategy meetings
2. The script facilitates that everyone can contribute constructively with their expertise and opinion
3. Increase the likelihood in meetings that the essential aspects are discussed

Why we love it

Whereas an agenda only specifies a time allocation for a meeting, the main aim of a script is to increase the quality of a meeting. A script ensures, for example, that:

1. Each participant has time for individual reflection
2. interruptions (and thus breaks in concentration) are avoided
3. The conversation time is evenly distributed among the participants
4. Everybody can be listened to well at any time and everybody is heard
5. New ideas are stimulated through high-quality and creative questions

Through deliberate governance, discussions and outcomes are less likely to be left to chance. Key issues have more chance to surface, e.g. technical concerns, ambiguities in role or mission, etc.

Procedure

Each script is individual. You can download an example below. Here are some suggestions for creating a screenplay:

• First, think about the goals of your meeting:

  • If there have already been meetings: How did the meetings and discussions go so far, and what were the results? What would you like to change?
  • What goal(s) do you have?
  • What are the answers to be found? What are the questions to be asked?
  • Who should give answers to which questions and in what way?
  • In what way might that be appropriate?

• Draft an overall structure (agenda) and then think through each individual phase of your meeting. For each phase, plan the goal, the sequence of events, speaking parts and appropriate methods. Consider: When would it make sense to give the participants time to reflect or to reflect together and plan these phases firmly into your script.

  Example
  In many meetings there is a phase in which a solution is presented, on which feedback is then sought. A script to increase the quality of this workshop phase could look like this:

  • Facilitator explains how the next phase will proceed and gives the participants questions to help them reflect on the solution presented (resonance questions), for example: "What makes me sit up and take notice? What do I share? What do I not share? What am I stumbling over?" (duration of this introduction: three minutes)

  • Presentation of the solution by the expert (ten minute presentation)
  • Time for comprehension questions
  • Time for reflection for all on the resonance questions (five minutes)
  • The resonance questions are now answered in turn, three minutes per person, one person speaks, all the others listen.
  • Free discussion (15 minutes)
  • Flash feedback at the end: Participants are asked in turn "what is the essence of what was said for me right now", facilitator notes on the flipchart.

Insider tips or "this is what we think is important".

The strong structuring may feel alienating the first time. That's why it's good to get participants on board at the beginning of the meeting when you first try it. Example, "I've come up with a new format today, see if you can get into it. Okay?" At the end of the meeting, close the loop and get feedback on how the quality of the conversation was felt.

Attitude

The script increases the quality of meetings by providing protected time slots for thinking, speaking and working. However, the external structure is only the first step towards what is really important: If the listening is benevolent and the speaking appreciative or constructive, an atmosphere of trust can develop. And this is the key, for example, to express hurdles or uncomfortable truths, to find a solution together and to make the meeting of high quality.

By the way: For a better readability we change the gender form per method.