Systemic Delegation For Effective Meetings

The Systemic Delegation Process ensures meetings are focused and stick to the topics of the agenda.

It usually takes two to three meetings to master the process, but the benefits are immediate.

Delegated roles are...

Chair: Project Leader [NAME]

  • Takes charge of the agenda, publishes it or otherwise shares with the group.
  • Sends the meeting reminder(s) and invitation with call details to the group.
  • Prior to the meeting, creates the agenda, invites attendees and allocates time (usually max 20 min per issue).
  • Chair can also be responsible for inviting external contributors to the meeting.
  • During the meeting, Chair keeps the discussion focused on the agenda, makes sure that everyone contributes to each topic by sharing his/her ideas, opinions and proposals.

Decision-driver and scribe: Project Manager [NAME]

  • Makes sure that the agenda topic is closed with a decision (what needs to be done, by whom, by when).
  • Documents the decisions, next steps and key points of the meeting in a dedicated file that is shared with other participants.
  • Keeps track of those present on the meeting/call.
  • Can interrupt the meeting if he/she observes that the roles are not fulfilled fully.

Coach: Team/Group Coach: [NAME]

  • At the end of each meeting, the coach gives specific and fact-based feed-forward to the team.
  • Makes sure that decisions are made ethically and with integrity.
  • Get the team unstuck, when required by asking coaching questions that encourage ideas and flow of suggestions.
  • Uses group coaching techniques to bring out the best of the team.

Time Keeper: Team member: [NAME]

  • Paces the meeting - as the agenda topic is put forward, the Pacer reminds how much time was assigned to and is left for it.
  • When appropriate, asks other participants if more time is needed to be allocated and if yes, how the time dedicated to other topics should be adjusted.


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