Updated: May 5
Five little letters that will make all the difference to your #meetings!
This useful mnemonic was introduced to me a good few years ago in peer coaching. I was struggling to prepare for what I anticipated would be a tricky meeting with stakeholders across multiple organisations.
I knew that not everyone was on the same page, but that we needed to be clear about what came from it. And we were running out of time to fit in with a contractual deadline.
POOOT was offered as a way to help me plan the meeting. It also helped me to structure the agenda and set the scene at the start of the meeting.
So - what does POOOT stand for?
Purpose/Problem Statement - what's the issue/risk that we are meeting about? What is the context that means we are meeting in the first place?
Outcome/s - what are the big benefits that we are trying to achieve by resolving the problem? These may be specific to the problem statement or they might be much broader outcomes that a whole bunch of projects/interventions are trying to resolve.
Objective/s - what are the goals for this meeting, that helps address the problem statement AND contribute towards the outcomes?
Output/s - If we achieve the objectives of the meeting, what outputs will we produce together? Is it a tool? A set of principles? A decision? Populating a template?
Time - This one has two parts:
Time today - What's realistic to achieve within the length of the meeting? (You might need a few meetings to design/complete the outputs).
Timetable - What are the overarching milestones and the deadline that we need to factor in? This might be other events, board meetings, holidays etc.
What happened next?
Well we managed to come up with a joint plan and some key messages to take forward within the external time frames.
Another great thing about POOOT?
It can also be applied before you start to scope projects with others.
It's perfect for those occasions when you might not have a huge amount of time to prepare - you can sketch out a few thoughts before discussing with others ahead of a more detailed scoping/project initiation process.
Let me know if you like this and want to try it out. I'd love to hear how you get on too.