Assessing the performance of a meeting

1- Principles

Meeting evaluations are triggered by the meeting leader. The evaluation is anonymous, no data is recorded or saved and the meeting score is a summary of the individual evaluations. The evaluation is colour-coded (red/orange/green) according to 3 criteria:

• Preparing for the meeting
• How it works
• What emerges

The assessment is simple and takes less than 1 minute.

2- Roles and rights

The pilot (and co-pilot) can trigger the evaluation at the end of a meeting. They can evaluate the meeting themselves. The participants present at the meeting will then be invited to answer a questionnaire during a set period of time.

3- How it works

The meeting will then be put into evaluation with the evaluation buttons activated.At the end of a meeting, the meeting leader (or one of the co-leaders) can initiate the meeting evaluation from the menu that modifies the meeting status . They will then have to choose the elements that make up the report . The meeting will then be put into evaluation with the evaluation buttons activated. . Each participant present will receive a notification inviting them to evaluate the meeting. The period of time during which evaluation is possible and the evaluation limits are company parameters.

Each participant can then evaluate the meeting by choosing either to answer the questionnaire (1 minute) or to use the rulers according to the three key evaluation criteria (15 seconds).

The 3 assessment criteria relate to both personal work and that of the group. They provide answers to these fundamental questions:

1. Was the meeting well prepared?
2. Have we talked about the right subjects?
3. Do I come away knowing what I have to do?

At the end of the allotted time, the meeting evaluation is complete. A score and a trend will appear in the ‘Performance’ box for the meeting. Clicking on the score opens a window showing the details according to the three criteria.

4- Good practice

Too much evaluation kills evaluation. If you are concerned about the performance of your meetings, it will be sufficient to carry out systematic evaluations every quarter or half-year. This will allow you to stand back sufficiently without falling into the trap of routine evaluation, which prevents you from giving a considered and thoughtful opinion.

One of the roles of management is to ensure that the organisation in which we evolve is healthy and virtuous. On average, we spend 16 years of our lives in meetings (Perfony figures). This is a figure that merits serious consideration in terms of the risks of drift and areas for improvement.

The red/orange/green evaluation, in addition to being visual and understandable by all, allows the attentive manager to focus on the meetings evaluated in red. A discussion with the manager may reveal the root causes of the malfunction:

• Agenda
• Participant
• Objectives
• Animation
• …