Effective summarising at a group meeting
When in a meeting, summarise the discussion to gain initiative, obtain commitment, ensure understanding or steer the discussion into a constructive path.
Group meetings can very easily end up with everyone having a different understanding as to its discussions. to ensure this doesn't happen, you need to:
Gain initiative
Obtaining commitment
Ensure understanding
Steer the discussion
In closing
Gain initiative
If you feel that the discussions are becoming too one-sided, gain the initiative by saying something like "Could I just see if I fully understand your points on this?" - you can then summarise and deal with those points you wish to.
Obtain commitment
Summarising is a good way of getting agreement, and thus commitment, at various stages in the discussions. For example - "Can we agree that we will (list points of agreement)", or "If we (whatever), will that meet your needs on that issue?
Ensure understanding
To ensure that everyone has the same understanding of the points you have discussed, summarise the points you have agreed, and any you may not have resolved. Once everyone understands the position, you can move the discussions forward.
Steer the discussion
Communication is often made more difficult by side-tracking into minor points, or by becoming bogged down in disagreement. Summarising can be used to get back to the point or to put disagreements on ice whilst areas of agreement are reached. For example, you might say "We seem to agree on these points (list them), we can shelve the areas of disagreement for the moment and look at some other points that are outstanding".
In closing
In closing a meeting, remember to:
- End on a positive note and sum up the achievements
- Analyse what has been said or omitted and its significance
- Note any discrepancies and generalisations that may need questioning specifically and exploring further
- Make the final position clear and confirm the agreed action(s)
