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Here we'll discuss how to manage the roles and responsibilities for each team member so you can make each meeting as productive as possible. No two groups are the same, but here are the primary roles you'll need to have filled by members:
- The Moderator/Facilitator: The emcee who runs the meeting and makes sure everyone is participating and remains respectful during emotionally charged discussions. The moderator will also clear up confusion when facts get complicated, or disputes arise.
- The Timekeeper: The person who keeps the agenda on track and makes sure no one is hogging all the presentation time.
- The Coordinator: The person who schedules the meeting places, Zoom invitations, dinners, networking and retreats, etc. The coordinator is also the one who collects the "late fees" from tardy or absent group members.
- The Notetaker: The person who documents what was said at the last meeting and who sends a prompt meeting recap to the group about "who's doing what and by when" for next time. That's how you build momentum and accountability for each group member.
Meeting roles aren't lifetime appointments, by the way. Each role typically lasts one year and then gets assigned to a different member of the group. Some groups I know will rotate roles every quarter. The key is for each participant to get some exposure to the responsibilities and perspective that comes with each.
In addition to the roles described above, everyone's job is to come to the meeting prepared, respectful and focused throughout the meeting. That means cell phones off and no side conversations or idle chit-chat.
Can I ask my admin to be the Notetaker?
No! The Notetaker has a very important role. You do not want to have a group member's administrative person taking notes during your mastermind. Everything discussed at the meeting is confidential and stays within the group. You want members to feel comfortable sharing their challenges and concerns exclusively with their peers. They're not going to be as open when they feel "outsiders" are listening in. Everyone in the group is capable of handling each of the roles, including notetaking. This isn't their office. Everyone's on equal footing and needs to contribute their fair share.
How many reminders should be sent between meetings?
When dealing with very busy people, I know it's tempting for the Coordinator to send frequent reminders to group members about the next meeting and each person's responsibilities. Don't! Assume everyone in the group is an adult. You only need to send a single calendar invitation about one week prior to the meeting. Members must accept or decline the meeting invite. They can't ignore it. Once it's on their calendar they show up (on time), or they'll eventually be asked to leave.
Also, you don't have to keep bugging members to do their "homework" between meetings. Again, everyone is a grownup. Nagging simply lowers the accountability of each person in the group because they'll start thinking someone else will always be there to hold their hand.
If someone hasn't been doing their homework, it shows they are not committed to the group. It might be a good time to invite them to leave the group. Never let anyone tell you they've been "too busy" to do their homework. Everyone in the group is super-busy. They all have commitments, expectations, a job, a family and a mile-long to-do list. Saying you're too busy is just disrespectful to the others.
Should we hire a professional meeting facilitator?
CPAs who've never run a mastermind before sometimes ask me if it's worth hiring a professional facilitator to help them run their meetings. I've found it can be helpful to bring in a pro to help you kick off the meeting and get you trained as a facilitator. EO, YPO and other organizations have plenty of excellent facilitators for hire. But eventually, you'll want to run the group yourself.
After a few meetings, the group should know how to govern itself. You have defined roles. You're following an agenda. It's really not that difficult. If you want to be known as a trusted advisor, get some training on managing a mastermind group. Again, even with an experienced, professional meeting facilitator in the room, group members are not going to be as forthcoming about difficult personal and business issues as they are when just talking among their peers. Or they may just stop coming to the meetings entirely.
It is everyone's responsibility to be prepared for the meetings and to stay focused. It's so easy to get distracted today, but that means the several hours of uninterrupted, highly focused time at the mastermind meeting is more valuable than ever. Mastermind meetings are an expensive time, when you consider the experience and expertise of all the leaders sitting in the room. Respect the process. Review the tips above and you'll find the mastermind experience highly rewarding for the clients and prospects you invite — and for your practice.
For more about getting the most out of your time, see my article
What's your take on mastermind groups? I'd
