How do you structure your department meetings?

[PithyMauveZebra]

I would love to know how you structure your meetings. I want to be better as a HOD what’s the most effective strategy for meetings?

If you've already decided something, don't waste people's time "discussing" it. Just write it in the minutes at the start.

I imagine you are an experienced HoD, may I ask you how exactly you do structure the meetings. I’m a new HoD and I would appreciate how you make them effective and useful. So far, I would have the agenda up and go though it. But maybe that's not the most effective use of time.

What do you think?

Totally agree. A lot of our dept meetings at my last place were spent with everyone chipping in with all sorts of ideas and opinions when really it could have been decided by HoD beforehand (maybe consulted if a big change, but otherwise it doesn't need all the discussion). We used to share new ideas for lessons and activities etc and that was good, and looking at each other's books etc to get ideas and agree on a similar standard. Also making sure if it isn't relevant to everyone (eg if someone doesnt teach a certain year group) then let them go once the relevant bits are done as it's frustrating sitting listening to things that don't apply 🤣 and generally keeping things to the point so people have time to do their own tasks as I always feel like we just sit on our laptops trying to multitask because we've got too much to do. Sorry, I have too many opinions 🤣 my old HoD was lovely as a person but as a leader was indecisive, disorganised, left everything to the last minute, would discuss every tiny point rather than making a decision herself first, and just wasted a lot of time faffing and thinking aloud but not in a constructive or efficient way.

Really tight agenda - if you've got three things to discuss, discuss them but don't let people waffle on.
Most important things first.
Chair it properly.
Minute it properly with actions and timescales.
Biscuits.
If it could be a handout, make it so.
And please don't waste my time with social chit chat. No I don't want to go for a drink - I want to get home.

Okay perfect. I’m not doing so great on this part as a new hod. My agenda for example would be:

1. Data deadline
2. How we allocate working at grades and below
3. work scrutiny taking place next week. Bring a high, middle, low ability book and we will assess against a pre determined form.

Sometimes the agenda can be lengthy and I personally wonder if it’s of any use. Once I’m done I wrap up the meeting. What would you suggest I could do to make it as purposeful as possible? Or what am I doing wrong?

1 doesn't need discussing. Put in their outlook calendar and put the date on the agenda and into the minutes.
2 is presumably some kind of formula that has been decided. Therefore doesn't need discussing.
3 is worthwhile

This’ll sound stupid but can you tell me exactly what you do. It feels like lately I’m not doing things correctly so I want to ensure that I am actively making an effort to learn.

Make a list of things which need discussing

Put them in priority order

Allocate an appropriate amount of time to each

Do it

Minute as you go

Send out minutes

DO NOT run over time

Bring cake. Don't drag it out. Cancel the meeting rather than do busy-work activities. And IMO bin the book scrutiny. Pointless.

Just think back to all the meetings you've attended and what made them bad and good. Then don't do the bad but do the good. As a HoD you should have been to enough to have an idea.

Do a weekly bulletin where you share and remind them of all the deadlines etc, so meeting time isn’t wasted with updates and reminders.

I have department priorities set at the beginning of the year and my meetings are all with these in mind.

If you see good practice in a learning walk get the staff member to present it - recognise their achievements. Move things along and don’t be afraid to say that you want to look further into something, don’t get railroaded into a decision. And bring biscuits!

OP, you seem very much out of your depth as a HoD. Do you remember what your old HoD did before you got the job and take ideas from that?