Meet to Make Things Happen !

“Elaine, I am not going to any more seminars! We just need to get talking at home and do something! Talking is the work !” confided my exasperated farm client. Her farm business team went to lots of meetings, but failed to have meaningful business meetings on their home turf.

Why do you need to meet to make things happen with your farm team?

Answering the “why” before the “how” will build a strong case for change. People need to know why something is important before they will commit to the process. Many decisions need to be made and communicated fully to everyone trying to get the crop in, or feed livestock, or manage the forages. Many families tell me they just haven’t gotten around to having family business meetings on a regular basis, and especially not during the busy season. Winter is a good time to have planning meetings.

Wait. Who said the meetings needed to be long?

Plans fail or get mucked up when people don’t know how to talk through problems and solve issues together. Meetings reduce stress, even short 15 minute Monday morning meetings before the week gets rolling by. I know of a family of four adult men who meet over coffee at the farm shop every Monday to talk about the week’s plan and their priorities for the divisions of the farm each one manages.

Conversations over the dinner table don’t cut it especially when several families farm together. Formalized family business meetings are important because they help members separate personalities and emotions from the business decisions that must be made. Meetings also build support for major change. If there are lots of people “rolling their eyes” at the latest idea, your farm is headed for trouble.

How do you make it happen?

You need some structure. Select a chairperson, follow an agenda, set down rules of conduct, and take minutes. The first rule for a successful meeting is that everyone be there. All team members need to show up. If you had a part in solving an issue, you’ll work harder at making it happen. Meetings provide a forum for planning. Most people are happier with decisions they’ve help make rather than decisions forced on them. People can find many creative ways to stop you in your tracks if you don’t build a case for decision making with everyone’s input.

These people need to be at the meeting:

Those who understand what is going on.
The people with power to make decisions.
The family members who have to take action to carry out the decisions. Founders, this is the chance to groom your successor and teach decision making skills to the next generation!
Those people affected by the decisions taken.

Establish an agenda. Agendas keep everyone on track. Use a clipboard or bulletin/white board to collect important items to be discussed. Make sure the agenda is self-explanatory… “we have cash-flow crunches ahead, what are our priorities?” Prepare to come to the meeting with a good attitude and the facts needed to choose the best solutions.

Guidelines for good meetings:

No shouting, no personal attacks, and an agreement that it’s okay to get angry and leave the meeting for a 5 minute break, but you have to come back. Only one person speaks at a time, each person is given time to speak; and each person speaks only for himself. Find common ground to work from. Provide stress toys to “squeeze while you think!”

Chairpersons keep a good tone to the meeting and the discussion on track. Start and end the meeting on time. Encourage everyone to speak up, and as the leader, reserve your comments until all others have spoken. Define problems in terms of issues, not personalities, there are two sides to every issue.

If you are the boss, beware of expressing your own opinions too early. Ask probing questions like “is there anything else?” Shut the cell phones off to avoid interruptions. Have someone record the issues discussed, the decision made, who is to act, and by when. Every decision made by the group should have a name for action attached to it.

Long-term policy issues like holidays and strategic business plans should be documented separately from the weekly business meetings.

Notes symbolize the business nature of the meeting. Write things down, so everyone can refresh their memory in the future!

What do you have to do to get farm business meetings to happen at your place?

Talk about it, but talk does “ not cook rice.” You have to do it. If your family needs help in managing conflict, find an outside person to help you talk and fight fairly. Conflict is normal, arguing is okay, but resolution needs to happen. Meal time conversations are not typically recorded, and how decisions are made is important to remember for future reference! Spend $29 bucks to purchase “Managing the Multi-Generational Farm” from www.farmcentre.com or call 1-888-232-3262. There is a difference between family council meetings to discuss family matters, and the all important family business meetings for the day-to-day running of your farm operation. When you call for your copy, tell them that I sent you ! It is a valuable tool I give to all my coaching clients.

Find a good location to meet without interruption. If different family members are responsible for different enterprises or divisions, let them report about their area of concern and responsibility. The family team is like a board of directors with suggestions and approval for the business decisions made.

What’s the plan for this week? Sure times are hectic, but every day we start by making sure all workers know what the plan is for the next few days. Things change, but communicating directly and clearly keeps things going more smoothly. If your family team is bursting with frustration because too many important decisions are being made “on the fly ”then it is time to be intentional about a formal business meeting for good problem solving to make things happen! Just do it !

Elaine Froese is a catalyst for families in business to deal with conflict and learn how to facilitate better decision making. Check out www.gov.mb.ca/agriculture/homeec/ for more information on family meetings. Send Elaine an email at elaine@elainefroese.com and ask for your checklist of “Ten Vital Plans” to kickstart your planning process. Call 1-866-848-8311 to tell Elaine when your next family business meeting is happening. ACT !

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