Q: Our monthly updates constantly run over on time. We all prepare before the meetings, and we allocate 5 minutes to each member—we even bought a little timer that beeps when the time is up. But none of us ever completes our update in 5 minutes. How do we fix this?
– Bert B.
A: This is a common issue, and a frustrating one! Updates (aka 5% Reflection) are important, but we can’t let them take over the entire Forum meeting. Some people are ramblers, so we may need to help these people learn to be more succinct. For some Forums, long Updates become part of the Forum culture and culture changes can be difficult.
Your Forum has already taken an important first step by agreeing that each member prepare their update prior to the meeting. Additionally, here are several ideas that may be helpful:
- Talk with your Forum about WHY updates are running over time. Are people going into too much detail? Are we sharing things that would be more suitable for drinks after the meeting (Scotch talk)? Are people asking questions that are pulling the speaker off track?
- Set aside more time for your updates (6 or 7 minutes). Maybe shorten break times to compensate for this.
- Consider a consequence for running over on time. This could be a fine or something more light/fun, like 10 push-ups or singing a song.
- Ask all members to rank the agenda items in order of priority. Then, each person can share their update in order of that priority. This tactic guides each person to cover the most important points and lets the rest of the Forum know what’s most important to the speaker.
- Try using our Power Update form – not permanently, but just for one or two meetings to underscore how succinct an update can be.
- Schedule a soft start for the meeting, 15 to 30 minutes ahead of the official (hard) start time. This time is to be used for casual conversation and less important topics.
Finally, remind everyone of the WHY behind keeping updates succinct. The heart of the meeting is the presentations where people bring important issues to the table. We’re potentially decreasing the takeaway value of Forum by allowing the Updates to consume too much meeting time.
Thanks for your question!
Ellie