Planned and run correctly,

meetings are invaluable.

All the rest suck eggs!

Dear Boss, Please stop dragging people into meetings in order to give yourself an audience. They hate it, and you’re wasting their time as well as yours! Not to mention that time is money. Unplanned-for, slipshod-run meetings produce the exact opposite of what you need. They discourage and de-motivate. They frustrate and result in costly dumb errors that lose customers and antagonize suppliers.

All meetings? Of course not.Just the ones with no time schedule, no agenda that’s been circulated in advance and posted in the room, inadequate meeting space and supplies, no facilitative leadership, and no follow-up. That’s all. Just those. Aaaah, but wouldn’t you know it? That’s probably the majority of meetings worldwide. Now. Tomorrow.

Well, so that makes it okay because most other businesses and organizations are winging it, right? Not on your life. Not in this ever-deepening quagmire of an economy. Not in this day and age. There is no time to waste. This ain’t the good ole days! You can’t sit around with your feet up and a pot of coffee and brainstorm jokes for a couple of hours.

Meetings must be well-planned, executed, and filled with high energy. Good meetings ignite positive, problem-solving mindsets. Long-distance online meetings from Skype to Go-To-Meeting-type options can be effective tools. So can good old-fashioned teleconferences. Texting? No. Facebook chats? No. Tweets? No. Instant Messages? No.

First, hand pick participants according to what each can contribute, who has a need to know the subject matter, and whom you want to know more. Forget about titles, rank, age, or how busy people are. For long, status report or job/task review type meetings, stagger participants to come and go according to topic relevancy.

If you anticipate a meeting turning into a political firestorm, check this bit of enlightenment.

Everyone doesn’t need to be part of every discussion. When you think it through ahead of time, it’s more work and takes longer to plan, but the results will be dramatically improved, and more productive (both time and dollar-value-wise) for participants. Better-planned and led meetings can positively impact your bottom line as well. 

The single most important meeting tool and most often overlooked is the agenda. It needs to be carefully planned. It can’t be too overwhelming (more short meetings beat fewer long ones). Chunk it up! Some even attach time in minutes to each topic. Circulate it ahead of time and ask for input. Reproduce it poster-style in the meeting room.

Follow it. Do not allow anyone to not follow it. Politely thank people for off-topic comments and ask them to save them for the next meeting or include them on a separate agenda. You cannot stick to a time schedule if people sidetrack the agenda items. Be a clock watcher until it becomes second nature. Always honor start and stop times.

Hidden Agendas? Try this information on for size!

For a period of time when I had some major talker-types involved in weekly meetings, I had all the chairs removed or covered with boxes. It didn’t take long to get everyone focused on moving the agenda along quickly when they had to stand. Whatever you do, give meetings more attention. The ROI can be pleasantly surprising.   

# # #

 Your FREE subscription: Posts RSS Feed 

Hal@Businessworks.US  302.933.0116 

  Open minds open doors. 

 Thanks for visiting and God bless you. 

   Make today a GREAT day for someone! 

Hold Your Next Meeting

S T A N D I N G ! 

It’s your company or professional practice, division, department, team or work group . . . and meetings are eating up valuable time that needs to be used more productively.  Welcome to the majority, dear boss!  You are not alone in your frustration.  There ARE however some steps you can take to eliminate or minimize the impact of time-wasting get-togethers. 

Here are two first steps you may want to consider:

     First, accept the fact that it’s worth taking the risk of changing your approach to meetings!  What’s the worst that could happen?  Next, take a minute to write a summary sentence of what a typical meeting is like and what’s typically wrong. 

Then, think on the sentence you wrote as you consider the following questions:

• Do you use an agenda?  Is it circulated a day or two ahead of time so others can contribute topics under the (usually last, in case time runs out) new business section?  Is the agenda posted on newsprint or a posterboard or whiteboard or someplace where all can see it and keep track of topics and progress during the meeting? 
• Do agenda points have names or initials of those designated or responsible next to each?  Is the agenda a reasonable length given the alloted time?  Do you STICK to the agenda?  Do you step up to tell someone who’s strayed from the agenda that this meeting needs to stay on the agenda and that the point raised is a good one but needs to be dealt with separately after the meeting or with a separate session?
• Do you hold regular ongoing “status report” type meetings at regular set times at the beginning of every week or, in some cases when needed, at the beginning of every day?  Do you hold special monthly, quarterly, annual or semi-annual, or weekend retreat meetings?  Are these planned well in advance?
• Are ONLY those whose input is essential invited to your meetings?  Are people kept captive in your meetings for an hour or more when they need only be present for a five or ten-minute hunk of time, and could more easily be scheduled in a specific times on the agenda?  Do you remember to ALWAYS praise in public and criticize in private? 
• Do you solicit input from those attending or have them serve as an audience?
• Do you take notes and specifically request that all attendees take handwritten notes?  (Laptops are too distracting!)  Are follow-up issues given (and held to) deadlines or due dates?  Are expectations about follow-up actions clear to everyone involved?  You’re sure?
• Do you always start and end every meeting at exactly the times you advertise? 

     If you’ve been doing all or most of these things, and STILL have a meeting problem, remove the chairs from the meeting room, and conduct your next meeting STANDING!  Watch how fast things move and how little B.S. comes to the surface! 

     Finally, remember that:

 The more you manage by walking around, the less you’ll need to manage by sitting around!

Posts RSS Feed FOR FREE BLOG SUBSCRIPTION

# # #

www.TheWriterWorks.com or 302.933.0116 or Hal@BusinessWorks.US

Thanks for visiting. Go for your goals! God Bless You.

“The price of freedom is eternal vigilance!” [Thomas Jefferson]

Make today a GREAT day for someone!