To rewrite the company’s one-page policy, the team would have to compare it to the standard. This would entail a line-by-line review of the standard. To do this, the team had to establish a methodology that would allow members to contribute ideas in an organized manner.
Corporate security took the lead. The department coordinated the meetings, facilitated notes, and established a SharePoint system to track changes.
A key point in setting up meetings was to even the playing field. “We left our rank outside the door and spoke freely to set up goals and objectives,” says Arenovski.
Another goal was to keep each meeting focused. Members were told to read the portion of the standard the team would be working on and highlight areas that affected them to discuss at the next meeting. Then, any assignments, which were called “deliverables,” would be given out, and the person would have a set time frame within which to accomplish it. At the next meeting, the past deliverables would be first on the agenda, followed by the next section of the standard. “We were very structured in how we started and ended the meetings,” says Arenovski. “We conducted smart meetings by beginning with past deliverables, focused discussions, and ended with assigning new deliverables.”
The team initially met every two weeks, then switched to every three weeks. Meetings were kept deliberately short and rarely lasted an hour. Discussions took place outside the meeting, through e-mail, so that in-meeting discussions would be focused. “There was an opportunity to discuss an issue at length, but that was rare,” says Faber.
Security also kept minutes of the meetings, which would be delivered to each team member via e-mail before the next meeting. “Minutes were absolutely necessary to keep us on track,” says Faber. “One department might be assigned a small piece of the puzzle, but it touches everyone else and may impact the process.”
Meeting deadlines was a priority. “It’s easy to get caught up in the minutiae and easy to let things fall by the wayside,” says Faber.