Regular Schedule
When you meet regularly over the phone instead of in person - it changes everything!

We have found, from extensive trial and error, that a schedule of 2 meetings per month works best. Every week is too demanding, and once per month is too little. Every two weeks is an good formula for keeping the group connected without making it a burden.

It also allows time for members to take actions that have come out of the group discussion and be able to report back on results. Remember, this is not a sprint - it is a marathon. You should never undertake something that you can not sustain beyond at least six months. Every two week works.

The meeting time is 90 minutes in length, which means just an hour and 1/2 out of your day. Since there is no down time, no travel, weather, parking to consider - your ninety minute meeting is only 90 minutes!

This provides enough time for members to feel like something meaningful was accomplished and to feel a connection with each other. This is more than just a goals group, it is about forming strong relationships that can continue to serve the members for years to come.

In terms of group size, we have found 6 to be the ideal. 6 provides perspective, experience, insight and intimacy. Should your group be smaller, no problem, it is all valuable. Not just because we found that more than that does not leave enough time for each person to participate consistently or that less than 6 does not allow the required diversity.

There are actually two additional even more important reasons. if the group is too small it will inevitably become "John's" group - where John is the name of the person with the strongest personality. That is a prescription for disaster. And 6 is an even number - so ad hoc teams can be formed for special projects or activities. In other words, we are not making this up when we say that 6 is the number.

Structured Agenda
Meetings that follow a structured format are more likely to produce consistent results. Meetings that lack structure can easily turn into conversation in which the more vocal members dominate.

Here is what we've found works:

Each meeting has a facilitator and a time-keeper. The facilitator is the host for the meeting. The facilitator's role is to welcome the members to the call, keep the meeting on track with the agenda, and to close the meeting.

You can use your discussion group as a place to have a copy of your standard agenda - a road map for the rotating facilitator role.

The timekeeper's role is to track time and notify the facilitator when it is time to transition to the next item or member.

The roles of facilitator and timekeeper are rotated each meeting and it is the responsibility of each member to participate in these roles on an equal basis.

a. Meeting officially starts when all the members are present, or 5 minutes after the agreed upon time.

b. When the meeting officially begins, there is 5 minutes of group updates or business by the facilitator.

c. Then, the meeting moves to the members, who, one-by-one, will each have 15 minutes to discuss his or her situation and get feedback and comments.

d. After all the members have spoken, there is five minutes at the end to cover any additional group business and to assign the roles for the next meeting. Meetings end on time. Should one or more members desire to remain on the line and continue to speak, they may do so. But the meeting is officially closed at the agreed upon time.

Facilitation
Facilitation is something that gets better with practice. The facilitator's role is to keep the meeting on track in a respectful and professional way. A good facilitator is there when needed, then out of the way when the discussions are flowing.

It is the role of the facilitator to manage the discussions so that all group members are able to speak their mind if they so choose to. Every group will have a mixture of people; some more talkative, some more reserved.

The facilitator needs to be sensitive to this so that all members feel included. This is a delicate and intuitive process when done properly.

Dynamics
Special Situations There may be times when a member is in a crisis situation. During such times, the members of the group may collectively volunteer to devote the full session to the member in need.

This decision would be led by the facilitator and the group as a whole would need to be in full agreement. Should another member also desire time, then the facilitator needs to be sensitive to that member's requirement as well.

And stick to the plan! From day 1 you should have criteria in place for when someone is going to be asked to leave the group. If things are not working out they have to leave or their presence will destroy the group and they will be mad at you anyway.

Decide in advance the procedure and how each member can have input. If the group's members were well chosen then the issues that will arise can be handled productively in most cases. Don't wait until the group is up and running for several months, sort of 'living with' the problem - because then it will be too late to backtrack and save the group.

Additional Resources