Guidelines for Transition Teams - The United Church of Canada

Appendix 10: Planning Effective
Congregational Meetings
An Interim Ministry usually includes several gatherings of the whole congregation. In planning the
gatherings, consider the following:
• Primary purpose: Establish the purpose, and then design the gathering to achieve it.
Is this meeting meant to get information? To share information? To discuss? To gather ideas? To
invite involvement? To learn something? To set priorities? To discern? To arrive at an agreement?
To make a decision? What format best facilitates achieving the purpose?
• Advance notice: Ensure that participants have what they need to participate fully.
Who should be included? What kind of notice must be given? What information should be
provided ahead of time? How, and how soon?
• Leadership: Provide suitable and trained leadership.
What type of leadership is needed: Facilitators? Discussion leaders? A chair? A panel? What
exactly do you expect of the leaders? How can they be helped to be effective: A training session?
A prepared script? A simulated rehearsal?
• Technical and logistical details: Make sure all equipment is in place and working.
What technical aids are needed: Overheads? Projector? Screens? Computer? Microphones?
Recording equipment? Who will ensure it is set up and working? Who will oversee its proper
operation during the event?
• Respect participants’ needs: Start and end on time; explain what will happen.
Who will chair? Is a printed agenda required? Who needs to be introduced? What is the expected
length, and who will keep time? Are refreshments needed?
• Discussion management: Ensure safety and ease for people to speak.
What will help people speak up? Are guidelines needed? Are microphones needed? What
obstacles, arguments, or dissent might be expected? How can it be dealt with? What time limits
are necessary?
• Recording: Prepare for documenting the outcomes.
How will outcomes be recorded? Who will take notes? Are forms needed? How will the responses
be compiled? By whom? When?
• Dissemination: Plan how the outcomes will be communicated.
How will the results be shared? Other than those attending, who needs to know the outcomes
of the gathering? How soon?
• Debriefing and evaluation: Take time to learn from the experience.
Who should be involved in sharing perceptions and observations, and evaluating how effectively
the purposes of the meeting were met? When? How will the information be shared and with
whom?
54 Guidelines for Transition Teams