A Holiday Wishlist for Less Meeting Mayhem

'Tis the season for joy, cocoa…and for policy administrators, a merry juggling act between managing policies, deciphering new laws, and reflecting on the year’s endeavors. The past few years feel like the Grinch made off with our precious time, leaving us in virtual meetings.

If your holiday wish list includes fewer meetings and more sanity, you're not alone! Let's unwrap the gift of time by tackling the addiction to meetings.

The Meeting Epidemic: A Festive Overload

Picture this: a conference room adorned with tinsel, where meetings drag on longer than Northern Ontario winters. In many organizations, it's a struggle to find time for 'real' work amidst the sea of meetings and endless video calls.

Gina-Santa’s Other Elf’s Six Questions to Rescue Your Schedule

Do We Need This Meeting, or Is It Just a Mistletoe Misunderstanding?

Sometimes, meetings happen out of habit or tradition, much like your Uncle Bob's annual reenactment of 'A Christmas Carol.' Pause and reconsider the necessity.

Can We Combine It with Others, Like a Potluck Feast?

Just as cranberry sauce pairs well with turkey, some meetings might blend harmoniously. Merge those agendas and save time for everyone!

Can It Happen Less Frequently, Like Reindeer Appearances?

Not every meeting needs to be a weekly occurrence. Embrace the magic of spacing them out to keep the holiday spirit alive.

Can We Do It in Less Time, like a Speed-Wrapped Present or a Gift Bag Express?

Challenge yourself to trim the meeting fat. Set a timer—get your point across before Rudolph finishes his annual flight.

Can Fewer People Attend, Keeping It Cozy?

Just like a snug fireside chat, not everyone needs a seat at every meeting. Invite only those who truly need to be there.

How Can We Manage It Better, Like Santa's Workshop?

Elves have their systems down—let's learn from them. Streamline agendas, set clear objectives, and be as efficient as Santa on Christmas Eve.

Conclusion: Unwrapping the Gift of Time

This holiday season let's gift ourselves, and others, the present of fewer, better-managed meetings. And to our beloved policy administrators tirelessly ensuring order in this festive chaos—take a break, too! Even elves pause for hot cocoa. By reevaluating our meeting habits and giving our hardworking teams the gift of time, we can sleigh the holiday season with efficiency and joy. If you are looking for a good relaxing read, check out the last blog post by Sara Gigeroff, University of New Brunswick Reigniting Professional Passions through Policy Related Professional Development.

And that’s a wrap! Thank you to my ACUPA colleagues for a wonderful year of knowledge and sharing.

Metropolitan State University's Policy Advisory Council

The views expressed in this article are my personal views and do not represent the official position of MSU Denver or ACUPA.

Metropolitan State University of Denver recently restructured its Policy Advisory Council to be more inclusive of various perspectives throughout the university. The council, a group that I helped to establish in 2016 and continue to facilitate, provides recommendations to MSU Denver leadership on university-wide policies and policy impacts prior to enactment or revision. In 2018, as part of MSU Denver’s inclusive-leadership movement, MSU Denver President Janine Davidson, Ph.D., opened the council membership to any interested student or employee at the university. A year later, the council has about 65 total members, comprised of students, faculty, and staff, with 20 to 25 of those members attending any given monthly meeting.

While having a large number of individuals on the council can make meeting and coming to consensus more difficult, the benefit of having diverse perspectives, particularly when it comes to implementation, training and communication, outweighs the challenge of including many voices in the process.

Conflict Management, Not Resolution

Involving multiple perspectives in the policy process will eventually lead to conflict. “Conflict is growth waiting to happen,” said MSU Denver Human Services Professor Tony Ledesma, during a peace-studies learning community. Instead of viewing this conflict as a problem to be resolved, I’ve learned to view the friction in the policy process as a force for positive change. Often, when there’s friction, there’s passion. The most outspoken faculty, staff, and students sometimes get reputations for being difficult or obstructive. Rather than viewing dissident community members as a roadblock, policy managers can channel negative energy and harness “difficult” individuals’ passion by including the most outspoken opponents in policy planning and development.

Focus on Students

When President Davidson began her tenure at MSU Denver, she said her priorities were, “Students, students, students.” In higher education, prioritizing students seems obvious. However, immediately following Dr. Davidson’s declaration, MSU Denver employees began to ask, “What about me?” It’s all too easy for administrators and faculty (who are pressured from many angles and also enjoy intellectual interests of their own) to forget that educating students and preparing them to succeed throughout their education and career is the main focus of their work. This case is especially true when the council is talking about policies on employee leave or financial conflicts of interest, which may seem unrelated to students. Yet, the wellbeing and satisfaction of employees often has a trickle-down effect on the satisfaction, retention and graduation of students. When conflicts arise during the policy process, reminding everyone of the organization’s emphasis on “students, students, students,” helps to unite disparate viewpoints by focusing individuals on a common goal.

Looking to the Future

While managing such a large council occasionally leaves me in introvert overload, the success of the inclusive process is worth the effort. In the past year, for example, the council conducted a comprehensive review of the Board of Trustees’ policy manual, and it plans to tackle the staff employment handbook next.