I attended a meeting recently where the chair of the meeting was doing their best to manage the agenda but also be the most active conversationalist during each discussion. They got so wrapped-up in sharing their point-of-view that they failed to recognize that many of the attendees were distracted, working on their Blackberries, or simply day dreaming. Even those who remained engaged in the dialogue were demonstrating obvious signs of frustration. It was a great reminder of the two roles of content and process that are critical to any meeting. As a consultant and facilitator I constantly remind myself which of these responsibilities I am managing. When I facilitate a retreat or meeting, I am process focused. I want to know each step that needs to be completed in advance of the session. I am focused on keeping time, generating written notes reflecting each comment, managing the agenda. What I do not do is participate in the discussions. When I am consulting, I am usually involved in the content. I have been hired for my expertise and professional knowledge. If required, I can bring in a facilitator to help manage the process role.

If you attempt to wear both hats, it is a bit like being the dealer and chip leader at a poker tournament. You cannot effectively focus on the fulfilling your duties to deal and manage the deck while playing your hand. Be clear what role you are managing. A good Board Chair is often managing the process at at a board meeting. If they feel strongly about being deeply involved in the deliberations (content), they should have a Vice-President or another board member take over the process role which afford the Board Chair a chance to participate in the discussion. Many board meeting dysfunctions can trace themselves back to the lack of clarity around the two responsibilities of process and content.

Do you consider process and content when running a meeting? Can you ask others to manage the process if you input is required on the content? When electing a Board Chair or Committee Chair do you consider their ability to manage these two roles?