Episcopal Church Foundation Vestry Papers - for leading congregations

Even the most well-intentioned person can grow weary during a meeting. We’ve all experienced it. Your attention gets distracted, you start thinking of other things that need to be done and then WHAM you’re called on in the meeting, and you don’t know the topic. For some, this is just a bad dream from which to awake. For others, it could be an embarrassingly real situation, but one that might be avoidable.

As the leader, you want everyone to pay attention and contribute to the meeting. But, the reality is that people’s energy levels—and attention spans—waver during a meeting, especially a long one. What can you do as the leader to keep your team’s energy levels up? What steps can you take to manage your team’s needs so they can be at their best?

“You can take action before you meet to help your team’s energy remain high during your meeting,” explained Bethany Frazier, one of Kanuga Conference & Retreat Center’s teambuilding experts. “It all begins with the agenda.”

Is this necessary?

As you create the agenda for your meeting, ask yourself, “Is it fundamental that we cover this topic?” Make sure everything listed is absolutely necessary. Is the item on the agenda because it’s always on each meeting’s agenda or has there been actual movement on the subject?

Give me a break

When creating your agenda, try to change the topic of your meeting every 20 to 25 minutes.
“Most attention spans start to veer off course after 20 minutes,” said Frazier. “Give your group the best chance of paying attention by offering them new food for thought several times over the span of the meeting.”

Grab their attention

People tend to tune out if the subject is not something in which they are involved or interested. Consider holding smaller group meetings on specific items instead of having one meeting for everyone, where everything is covered. If that won’t work for your situation, try having multiple voices present items and lead discussions throughout the meeting.

Why are we here?

Begin your meeting with a prayer or reading. Doing so helps center the group and reminds individuals of why they are at the meeting in the first place. Yes, business items need to be addressed, but the reason the group exists is to gather people of faith to serve Christ. Encourage different people to give the prayer or reading at each meeting.

Cover the basics

Check in with your group as the meeting progresses. Is it too cold or warm? Is it time for a coffee break? If someone’s basic needs are in jeopardy, such as being too cold or hungry, it is human nature only to focus on getting that need met, and zoning out on everything else. Make sure the basics are covered, such as having a coffee break and ensuring the thermostat is set at a comfortable temperature, and attendees are more likely to make meaningful contributions.

Learn more about church leadership at the 2016 Church Leadership Conference presented by the Episcopal Church Foundation and Kanuga.

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