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Setting The Course With Your 1st Group Call


Purpose
This is an important step in building a committed and cohesive group of peers. The purpose of this call is to bring the members together to meet as a group, to address any questions or concerns, and to determine a regular schedule for the group.

At this stage, the members are on board with the idea and how it will benefit them. Now, the goal is to create a feeling of team and mission, and, to do it in positive and "inclusive" way.

I used the word "feeling" because it is the emotions that the members experience that are important here. Emotions drive people, and when they are positive and motivating, the group will be off to a strong start.

Ideally, this first call should bring the members together and instill in them a sense of excitement and commitment.

For those of you who have been on a sports team, this is similar in that the group comes together for the collective good. The ideals and values of the group become the fabric that the members can embrace.

This first call is the one really good chance to create a cohesive group where the relationships and atmosphere of sharing will last forever.

Application
This first call is an important one that will set the stage of professionalism for the group. Remember, you are asking people to make a commitment - this experience needs to be one that conveys respect, professionalism and efficiency. There are four stages to this:

  • Preparation
  • Management
  • Setting the Course
  • Scheduling

Preparation
Before the call, an email message needs to go out to the members to give them the call date and the call-in number. The email should include the following:

  • Welcome note with date, time and teleconference call-in number
  • Short bio of each member who will be on the call
  • Short agenda for meeting

    This email needs to inspire as well as provide logistical information. So, in the welcome section, say a few words about this exciting opportunity and the gratitude you have for the trust and commitment of the members.

    Management
    Someone needs to be the host for the call. That person most often is the original organizer, although it does not have to be. Someone, however, needs to assume that role for the call.

    The host's role is key in this call. The host needs to lead at times, and stay out of the way at others. The host's role is to keep the meeting on tract so that the goals of the meeting are met.

    The host should be the first on the call to welcome the members as they arrive and announce themselves. The official start should ideally wait until everyone is present to start, however, if one or two people are delayed more than 5 minutes, then call should begin.

    Late-comers can be brought up to speed at the end of the call on what they missed by the host.

    One tool to help the members get a picture of the group is to ask everyone to take out a piece of paper and draw a large circle in the middle of it. Then, to write the names of the members on the call around the circle as if it were depicting a member seating chart. This will help keep the member "in sight" and create a sense of visual togetherness. The members could also use that same sheet for making not about each member as they introduce themselves.

    Setting the Course
    The objective of the group meeting call is to allow the members to meet, discuss goals and logistics. So, the next step is to go around the "room" and to have each member introduce themselves in turn. Set a time line for this so the members can be selective about what they say.

    Once this is completed, the host moves to the discussion of the mechanics of the regular group calls. Each call will have:

  • a facilitator, timekeeper. These roles will rotate each call so all members share the responsibilities.
  • Each call will have a selected amount of time for each member to have the floor to talk

    Scheduling
    This can be a challenging part, as everyone will want a time that accommodates his or her own needs. Scheduling is best done by backing into it. So, the first step would be agreement on general time of day, i.e., morning, afternoon or evening.

    The host asks for possibilities at this point, not preferences. Once it is clear about the possibilities, then the host moves the discussion to a day of the week. Again, the initial focus is on possibilities, not preferences.

    Once the general time and day is determined as a possibility, the host can present some scenarios and ask for agreement. The host and the group should expect some discomfort at this time as some people will try to get what works best for them. Here, the host needs to be fair and lead in the direction of what seems best or the majority of the members.

    By staying encouraging and asking for the members to make whatever concessions they can, the host can move to an agreed upon day and time. It is best to not leave any opening for further change of this as this process will never be ideal for everyone.

    People will adjust and soon get used to the day and time. Once the members see that value they get from the meeting, all else will be forgotten and the day and time will become a sacred one.

    Dynamics
    In any group there will be different personalities and communication styles. The art of being a host, or facilitator, is to make sure that no one is dominating or curtailing the participation of others. A good host remains aware of the group so that all members feel heard and acknowledged.

    Additional Resources
    The following materials are complimentary and can be found in the archive:

      Structure - The Key to keeping meetings on time and on purpose for meaningful results
      Ownership - Establishing Group Policies
      Technology - How to get more from your tools