Most schools mandate regular meetings for departments. These can range from once a week to a few time per semester. These can be really useful or something that elicits groans from your staff. What follows is a bit of a checklist on how to make the most of this time and actually achieve something useful. Your teachers will be grateful.
Best Practices for Conducting Departmental Meetings
- Plan Ahead
- Prepare an agenda and share it with participants at least 48 hours in advance.
- Include the meeting’s objectives and allocate time for each item.
- Invite input from staff on topics to discuss.
- If there are complex issues to discuss, provide information about them along with the agenda so staff have time to think about them before the meeting.
- Start and End on Time
- Respect everyone’s time by beginning promptly and adhering to the schedule.
- Set a clear time frame and stick to it.
- Set the Tone
- Create a positive, inclusive, and collaborative atmosphere.
- Open with a brief update on department achievements or share a success story.
- Prioritize Topics
- Focus on matters that require group discussion, decision-making, or input.
- Reserve routine informational updates for email or memos to avoid wasting time.
- Engage Participants
- Use interactive techniques, such as breakout groups, brainstorming, or polls.
- Allow time for questions, feedback, and open discussion.
- Facilitate Effectively
- Assign a facilitator or meeting chair to guide discussions and manage time.
- Encourage balanced participation, ensuring all voices are heard.
- Summarize and Assign Actions
- Conclude by summarizing decisions, next steps, and responsible parties.
- Send out meeting minutes or key points within 24 hours.
- Evaluate and Improve
- Periodically seek feedback from staff about the format, timing, and usefulness of the meetings.
- Make adjustments as needed.
Do’s
- DO keep the meeting focused and relevant. Avoid deviating into unrelated topics.
- DO use visuals and handouts. Provide materials to help clarify complex points.
- DO foster inclusivity. Encourage contributions from all staff members, not just senior or vocal ones.
- DO celebrate successes. Acknowledge staff achievements to boost morale.
- DO provide opportunities for professional development. Incorporate short, meaningful learning activities when possible.
Don’ts
- DON’T over-schedule. Avoid cramming too many topics into one meeting.
- DON’T dominate the conversation. Allow others to speak and contribute.
- DON’T allow negativity or criticism to overshadow the meeting. Address conflicts constructively and privately when needed.
- DON’T use jargon unnecessarily. Keep the language clear and accessible for everyone.
- DON’T neglect follow-up. Unresolved or unassigned tasks undermine the meeting’s purpose.
Additional Tips
- Use technology (e.g., collaborative tools or online surveys) to gather input beforehand. I really recommend Padlet. It’s a great way to get people to contribute ideas and opinions prior to a meeting.
- Rotate responsibilities for leading certain portions of the meeting to empower staff.
- Consider different formats (e.g., standing meetings or hybrid meetings) for variety.
- As a general rule, I try for meetings that are 50% collaborative discussion/decision-making and 50% professional learning on a topic that is current and relevant.
If you have any other ideas or tips, leave them in the comments below.
