Band Biz: The Value of Well Conducted Meetings

Bands are made up of people, and in most cases they tend to be democratic units where everyone has a say in how things are run. Sometimes this is not the case, mostly situations where a leader has hired musicians to fulfill his or her project’s needs. In these cases money is usually involved even to rehearse. However, most bands function outside of the full on pro level and so adopt a majority rules approach. You might have a semi official leader, someone who runs rehearsals, and a division of labor among the group members, but all of this is usually decided by the group as a whole. In order for things to run smoothly, and various jobs to be agreed upon, it is usually necessary to hold periodic meetings, often short ones before or after rehearsals. Sometimes longer meetings are held either in lieu of or in addition to scheduled rehearsals, but these are primarily on an as needed basis. In order for the group to get the most out of its short, or long, scheduled meetings each member must know in advance that the meeting is going to take place, there should be an actual written agenda for the meeting, someone needs to document the proceedings and any decisions made, and everyone must be comfortable with a majority rules decision making process.

Meetings must have a purpose and if they’re going to be conducted successfully should have a plan laid out in the form of an agenda. The agenda should include the topics that need to be discussed and can follow a template decided on by the group. Some things discussed will of course need more time than others, such as new material proposals. One of the benefits of an agenda is that it can be sent to the band members before the meeting so they can think about the topics before hand and come up with ideas. Proposing new material is one of the areas that each member should do some prep work on before the meeting so they are coming to the meeting with a potential list of suggestions in place. This can also include emailing or texting suggestions to whomever is going to run the meeting so he or she can make up a master list for discussion and decision making at the meeting. This kind of pre-meeting planning and preparation can save quite a bit of time for everyone and help to keep things focused.

When the meeting takes place, someone needs to document what has been discussed, what decisions have been made, and then what needs to be carried over to the next meeting either due to running out of time or needing additional time to think about, prep responses to, or do the work required. Without documentation all too often the time ends up being wasted. People will forget what they decided, who said yes to what, what needed to be done before the next meeting/rehearsal, which songs were supposed to be next on the list to work on, and all of the other various aspects that were covered. Whoever takes notes for the meeting should within a reasonable amount of time transcribe what was covered, what decisions were made, and what needs to be addressed on the next agenda, then send it to the other members/make it available. This ensures that people remain on track and that everyone knows what his or her responsibilities are in relation to those decisions.

Bands run best when everyone is satisfied with how things are being decided, and feel like they really have a say in where things are headed and what is being done. It is very important that everyone feels like they have a voice that is heard and taken into consideration. That being said, when a band is run as a democracy everyone needs to be able to handle that when decisions are made, the majority rules. There should be boundaries, of course, and if someone totally despises a piece of music, or finds something intolerable then that MUST be taken into account. While it is a democracy it still needs to be reasonable, otherwise people will leave. If you’ve got a good team player who is being consistently shorted, then you’ll probably end up having conflict, so bear in mind that everyone needs to get his or her way sometimes. Keeping things on equal footing helps immensely.

Bands that are successful are so for many reasons, but one thing they have in common, particularly the ones that are together for extended runs, is that their people work well together for a common goal. This takes effort, even if everyone gets along well. Organization can make a huge difference in being able to maintain that solid relationship as the band moves along, grows and meets with new challenges. A key to creating that organization is open communication and one of the only ways that is going to happen is through dedicated meetings. These meetings must be planned with advance notice, have agendas, and need to have written documentation of what was decided and discussed in order to ensure that everyone is still on the same page the following week, rehearsal or performance. This can and will make a huge difference in both the productivity of the band, and the relationships between the band members.

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