The Role of the Focaliser 

Principally, the focaliser’s role is to enable the meeting to conduct its necessary business. Although, in conventional terms, this would mean chairing, the term ‘focaliser’ is used to emphasize keeping the meeting on track, and to encourage it to be efficient and inclusive. The position is rotated so that everyone has an opportunity to focalise a meeting. This helps GAs understand what is involved in running the company and it also enables people to take part more fully - it removes any mystique there might be.

Practical Preparations

The focaliser is appointed at the previous meeting and it is her/his responsibility to pick up anything from the previous meeting and to plan for the next. The focaliser should:

• check that the hall has been booked, although the venue (and local organiser) will already be decided. A venue should usually be booked from 10.30am-8.00pm, with local dancers invited for a session of dancing after the official business has been concluded (usually by 5.30pm).
• check with the local organiser the availability of a tape/CD machine.
• bring the company sign, the candle and talking flower from the previous meeting.

Planning the Agenda

• Prepare an agenda and circulate it together with any background papers at least a fortnight before the meeting to allow those not able to attend the meeting time to present their views. Indicate on the agenda who is responsible for presenting each item. The agenda is prepared in consultation with other Guardian Angels and, in particular, the focaliser of the previous meeting.
• The focaliser needs to check the calendar of business events, e.g. do the accounts need to be presented at this meeting?
• Remind people to bring food to share for possibly two meals and to bring some dances.
• Check previous decisions in any area that is coming up
• Prioritise items i.e.: decisions that have to be taken at that meeting and what can be deferred
• Indicate on the agenda which items are for confirmation, for discussion and those that require decisions.
• The timing of the meeting must be written clearly.
• Remember to take tapes/CDs to open meeting.

Running the Meeting

All meetings should be conducted in the same spirit of acceptance of one another that we hold in the dance. Every contribution is important and every member is equal. Care and time should be taken in reaching decisions so that Guardian Angels can be supportive of any decisions reached. The success of the meeting is the responsibility of the whole group.

Essentials

• Start with dancing. We have come to use the Hungarian Pravo to start, then 2-3 others create a relaxed atmosphere.
• Introductions if there are new people present.
• Ask for mobile phones to be switched off.
• Ask someone to write the report of this meeting for the The Grapevine.
• Remind everyone that anyone can request a dance break!
• Confirm the minute secretary for the next meeting, if not already appointed.
• Confirm the focaliser for the next meeting.
• Confirm venue and local organiser for meetings for the next 12 months.

Ideas we have found useful

- Straightforward decisions, e.g. adopting the accounts, may only require a show of hands.

- The focaliser needs to keep a check on the time taken for each discussion. If a particular discussion is getting bogged down, try to summarise the views to see if this will add clarity. Often the focaliser can be helpful by re-phrasing things in a way that everyone can agree to.

- A go-round is when everyone speaks in turn round the circle; this can be a useful way of allowing

everyone to express their views and clarifying the debate.

- The talking flower can be used if a person wants to speak, they should not be interrupted, although

they can be timed.

- If the meeting is getting restless, stuck or has been sitting too long, get up and dance!

- If a decision cannot be reached, defer it to another meeting to allow time to think – and for those

Angels who are not present to add their views.

- If particular objections are holding up what seems to be the sense of the meeting, ask those

objecting if they will ‘step aside’ and accept the group’s decision.

- Some items may need further research and can be delegated to a smaller group to discuss it away

from the meeting and report back.

- During the meeting, the focaliser needs to ensure that the minute-taker has time to write the

minutes and that they clearly indicate who is responsible for any actions that need to be undertaken.

This can also be used as a helpful time of reflection on the decision made.

Tracy Lean

February 2006