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The SDMI meeting structure
The SDMI structure has a few fixed agenda
steps. Every meeting starts with discussing and accepting a text report
of the previous meeting. Then any notices are shared and there is a
round of any other business. If a discussion threatens to arise during
this part of the meeting, people are asked to turn the item into an
agenda item.
A definitive list of agenda items to be
discussed is determined on the fly. Then all items on the definitive
list are discussed one by one. Each is discussed in a fixed loop of six
steps:
- The item owner introduces the question or proposal he or she wants to address.
- The item owner introduces the reasons for discussing the item.
- The item owner introduces the purpose for discussing the item. There are three options: item owners can inform
others, ask for advice, or propose to make a decision.
- The process of informing, advising or
decision-making takes place. Decisions are made immediately by asking:
"Who is for which proposal?" If there is no consensus, the original
status is maintained.
- With consensus, next steps are made by answering two questions: When will the decision be executed? And who will execute it?
- The item is now addressed, and the team moves to the next agenda item. Then they start the loop again from step 1.
How To Run Effective Meetings - The Buurtzorg Way
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Tips and Tricks
The SDMI method offers tips and tricks to keep meetings effective.
To determining the list of agenda items they say:
- The provisional agenda should include
agenda items that have been submitted prior to the meeting. Adding new
items during the meeting is possible, but only if time permits.
- Anyone should be able to submit agenda
items. The member who raises the item is the 'item owner'. The item
owner determines the duration of the agenda item.
- People should be encouraged to formulate agenda items as questions.
- A definitive list of agenda items is put
together on the spot by the facilitator. The facilitator does not decide the items. He or she simply lists all agenda items on a piece of paper
or a flipchart.
The SDMI method also encourages people to keep the meeting flowing by asking these questions during the discussion: