Participating in meetings of the Unitarian Universalist Church of Boulder is part of most members’ support for their congregation. Meetings are our usual way of reviewing issues, plans and problems, and of coming to agreements about what is needed to keep the church healthy and changing in the ways that we decide we want. When a meeting goes especially well, it can result in valuable understanding among church members, important decisions to manage church business, and a good feeling among participants that their presence, thoughts and energies have been used fruitfully. When this happens, a meeting is clearly part of our shared ministry, providing guidance for church needs and a sense that we as individuals are carrying out important and satisfying responsibilities. A good meeting adds to our own sense of spiritual growth and wellbeing.
Unfortunately, meetings also take a lot of time, can be an arena for conflicting ideas and opinions, and sometimes feel like time wasted. On rare occasions, people feel that a meeting has gone negatively, that their contributions were belittled, and that they personally may have been neglected or even attacked. Such meetings are damaging to the overall well being of UUCB, as well as distancing the participants from their interest in helping the church. Those meetings are not opportunities for spiritual growth, and may have no spiritual element at all. They do not represent shared ministry as we envision it.
Each group or committee at UUCB will have its own approach to conducting its meetings, while general principles reflecting basic UU beliefs need to be remembered. The Committee on Ministry would like to offer some guidelines and suggestions that may help to increase the effectiveness, enjoyment and opportunities for Shared Ministry through participation in meetings.
A meeting of members of the UUCB is an opportunity for spiritual exercise and growth. It is a chance for people to contribute their gifts and talents to the benefit of the church and the best interests of the congregation.
Mutual respect for all members is essential. Respect is encouraged by providing each member a fair opportunity to speak and ask questions, by not using insulting, demeaning or derogatory language, and by accurately recording dissenting opinions.
Meetings should use members’ time productively. Whatever the purpose of the meeting, it should be structured to accomplish its goals. Members will gain satisfaction and spiritual growth, while making a genuine contribution to the church, when they see how effectively and productively their time was spent.
Starting meetings with the lighting of a lamp or candle and a reading by a member serves as a reminder of the spiritual foundation of any UUCB meeting. Such an opening ritual sets the tone for the respectful environment and collaborative effort that will follow. Some groups that meet regularly ask in advance for a member to volunteer to take on this assignment for the next meeting.
“Checking in” with all members present helps recognize their individual value. This is a process in which members each get a minute or two to introduce themselves and to express a summary of how they are doing or feeling at the moment. When the committee or meeting is large, checking in each time may not be an effective use of time. Each group will view this according to their needs.
Several key roles help make meetings work well. A chairperson or facilitator is usually needed to move the meeting along, recognize speakers, and stay with the agenda. A secretary is important to record motions, votes and decisions, and to note who is responsible to carry out those decisions. In more complicated meetings, a time-keeper can be helpful. When a group or committee faces a particularly difficult situation, an outside facilitator can make a positive difference.
It is important to understand the purpose of and goals of a meeting. Members can regularly ask, “What are we here for; what do we want to accomplish today?” This helps keep meetings focused, effective and satisfying.
Having a predetermined agenda helps greatly to make a meeting move smoothly and to be more effective. The members can review the agenda after the check-in, question if the agenda reflects the priorities of the group, and find out if they have other topics to suggest. If time is expected to be tight, the members may want to prioritize the items or identify those that are not critical to accomplish at that particular session.
A “Process Observer” can be named to give the group feedback on where the meeting went well and where improvements can be made in the process.
A committee or group can benefit from having an agreement on the standards they will follow to work with respect and effectiveness. Clear procedures for allowing each person to speak without interruption are needed for larger meetings or when the history of the group shows that interruptions have led to disruptions or hurt feelings. Some groups agree that a person wanting to be heard might raise their hand so that the chair or facilitator can call on them in turn. Most effective meetings discourage interruptions when a member has the floor. Conversations between members when another is speaking may seem disrespectful, disruptive, and inappropriate.
Another area of agreement that may be needed regards the process for arriving at agreement on a proposal. Effective groups ensure that all members have had ample opportunity to express their opinions on a proposal before reaching a decision. Some groups try to reach consensus for their decisions, while others use a voting process. Each group may wish to decide in advance what its decision making approach shall be, balancing the need for each member to be fully heard with the need to complete agendas within reasonable times.
Keeping minutes is usually valuable and effective. An ongoing record of the group’s activities, decisions and actions can contribute to continuity and efficiency. This historical record of decisions and actions is helpful to people who miss the meeting as well as to new group members.
A regular secretary may be chosen, or the note taking can be rotated among the members, with a different person acting as recorder at each meeting. According to need, minutes can be formal, being typed and reviewed at the next meeting, or informal, being hand written and not reviewed during the next meeting. Some groups save their minutes in a notebook that is brought to each meeting.
At the end of the meeting, the members can show mutual respect and review their process, by having each say briefly how the meeting went for them, and what they felt was accomplished. While this technique takes time, it can provide valuable feedback to the group that can be used to improve future meetings.
The group can celebrate the spiritual aspect of the meeting, and express their shared ministry, by having a closing ritual. Some groups use a reading or prayer, others a song, and others have their own ways of coming to a spiritual closing.
02/27/01
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