“Meetings – places where minutes are kept and hours are lost!”
Anonymous
How often have you heard someone say, “Oh man, I’ve got to go to yet another MEETING!!!?” People often resent meetings. If you want people to attend your meetings, participate and feel good enough about it to come back to another one, consider these tips for effective meeting management.
1) Try Another Vehicle: Is a meeting absolutely necessary or would a round of e-mails or trading information on a shared web site meet the same goal that the meeting was trying to achieve?
2) Set an Agenda: Prior to the meeting circulate an agenda that includes:
- Meeting objectives - explaining the intent and purpose of the meeting
- Topics/Agenda Items – outlining what will be covered
- Time Frame for each agenda item - that will allow you sufficient time to deal with the item
- Responsibility for each agenda item- This shows who will speak to or present around an issue. This information helps participants know what to expect and those that need to be prepared have time to do so.
- A clear agenda also gives people flexibility to attend only part of the meeting that is relevant to them.
3) Start on Time: Don’t wait for everyone in order to start. If a meeting is held up for stragglers, it disrespects those who have made an effort to come on time. So start your meetings on time and start to build a culture of respect and effectiveness.
4) Stick to Your Agenda: Once the meeting is underway work through your agenda in the timeframes allotted. If side issues come up that are not relevant to all participants, arrange for a separate meeting so that you don’t unnecessarily detain others.
5) End on Time: Finish the meeting on time. If you didn’t cover it all, reschedule as the participants may have other commitments. It also establishes an atmosphere of efficiency and respect.
These tips can work for virtual meetings to! Remember preparation is the key. If you fail to plan – you plan to fail. Plan for effective meetings that will have them coming back!
