Strategies for Turning "Not Another Meeting!" into "Let's Get to Business!"

By Alex Kajitani

Alex Kajitani was recently named 2009 California Teacher of the Year.

As teachers of at-promise students, we have a lot on our plates.  As a result, we have a lot to discuss—and that discussion usually takes place in the form of a meeting.  The problem?  There’s a meeting every day.  From IEPs (Individualized Education Plans), to BSPs (Behavior Support Plans), our PLC (Professional Learning Community) seems to hold more meetings than there are topics to discuss.  And when it comes to the types of students we deal with, and their often dire circumstances, there is a lot at stake in each discussion. 

We don’t have time to waste in long and unproductive meetings.  At the same time, these meetings are critical for keeping schools with large at-promise populations functioning.  Communication and collaboration are critical to help our students.  Devalue a meeting, and we simultaneously devalue a chance to make a collective difference in the lives of those who need us most.

When considering how to make your meetings efficient and productive, there are of course the stand-by rules of starting on time, keeping discussions on topic, etc.  Beyond that, though, it is imperative that every teacher and staff member leave each meeting feeling focused and empowered. 

Here are four tips to accomplish a deeper level of empowerment and productivity in your meetings:

Reward creative thought.
As teachers, we are not only teaching for the world as it is, but for the world as it could be.  New ideas are critical to our success.  Consider (as a tradition) giving out a “Creative Thinker of the Trimester” award to the meeting attendee who has come up with the most important new ideas, or who has been instrumental in seeing a new idea come to fruition. 
This award sends out a clear message: We are holding these meetings in order to evolve as a group. 

This evolution happens through creativity, not just standard discussion about the “same old issues.”  In addition, the opportunity to bring in a fresh idea will get people thinking about new ideas when they are away from the meetings—a sure sign that the meetings are productive!

Invite “special guests” from time to time.
Let’s be honest—when you know in advance that another professional is coming in to observe you teaching, don’t you try harder?  Perhaps you tidy up the room a bit beforehand, or dress a little nicer that day.  As teachers of at-promise students, we are proud of our work, and we love to “show it off.”  The same concept can apply in meetings.  When regularly scheduled meetings begin to feel a bit mundane, invite in a “special guest.”  Perhaps another teacher from another subject or grade level.  Perhaps someone who is not normally invited to these types of meetings, such as one of the clerical staff or an instructional aid.  Not only will the normal participants want to “show off their work” a bit, they will hopefully do it in a manner that is organized and professional. 

Inviting the occasional guest is also a great reminder that the decisions made (and carried out) affect more than just those who attend the meetings—they have potentially a larger-scale effect on the entire school community.  And those invited will often come enthusiastic to attend and contribute, and will return to their own department meetings full of fresh ideas and perspective. 

Turn “routines” into “traditions.”
What’s the difference between a “routine” and a “tradition?” A routine is something that we do repeatedly, either consciously or subconsciously.  A tradition is something special that we choose to do, often to celebrate an aspect of our culture.  With “traditions,” a sense of family develops, and even the most mundane can become important and cherished.

Stop and consider how you can make this shift in thinking in your own group.  Can you add a prop or ritual to something seemingly dull—like weekly check-ins or student progress reports—to bring either some levity or deeper meaning?  Can you come up with a team cheer?  Make one meeting a month a “bring breakfast” meeting during which you take 20 minutes to share your successes?  It may sound trivial, but creating traditions brings people together, encourages them to feel connected, and reminds them of why they do what they do.

Take the vision off the wall, and put it on the table.
All too often, we put items on our meeting agendas because we have to.  Perhaps an administrator told us to discuss something and report back.  Perhaps it’s a piece of business that just needs to get done.  As teachers, we know that telling our at-promise students that they need to learn something “because we said so,” or “because it will be on the test,” is a sure-fire way to have them become immediately disengaged.  Our students want to know why they need the information we are teaching.  They need to know how it will help them in their daily activities, and throughout their lives.  Shouldn’t the same principles apply in our meetings? 

Consider expanding the traditional roles of “facilitator and recorder,” and assigning the role of “process observer” at your meetings.  Someone whose role it is to state why it is the meeting is happening in the first place, and to later determine whether the original goals of the meeting were accomplished.  In addition, the process observer can comment on the overall tone of the meeting, and highlight any significant thought that has resulted.  Having this person close with something positive is also a great way to end the meeting with everyone feeling good about the time they’ve just spent, and excited to get back into their classrooms. 

As professionals, we hold meetings to exchange ideas, disseminate information, and create a culture of collaboration within our organization.  As educators, we embody the commitment that is inherent to living and working as teachers, by inspiring, creating, and invoking in our students the pride and confidence to make this world a better place.  With effective, innovative and productive meetings, aimed at helping our at-promise students—with teamwork, focus, and peer empowerment—we are doing it together. 

Alex Kajitani, M.A., is known around the country as “The Rappin’ Mathematician,” and was recently named the 2009 California Teacher of the Year (and a Top 4 Finalist for National Teacher of the Year).  His company, Math Raps, won the “Making a Difference” Award at last year’s RAPSA Conference.  Visit www.MathRaps.com to check out some of his rap songs!