Meetings

It is safe to say many of us feel we have to attend meetings that are absolutely pointless.  It seems we gather to discuss everything under the sun, as the cartoon above illustrates.  The reality of it is meetings can be very productive uses of our time, if they organized and carried out correctly. 

So, we all know there are good meetings and there are bad meetings.  Bad meetings carry on and on and on.  Good meetings leave a person feeling they have learned or accomplished something.  How can you ensure that all of your meetings are good, effective meetings?

1. Achieve your meeting objective
2. Minimize the amount of time needed for the meeting
3. The participants feel good about the meeting when all is said and done

Each meeting should have a clear objective.  During the meeting, the objective is achieved.  Examples of possible outcomes are: wanting a decision, generate ideas, communicating material, and making plans.  Obviously this list can continue on, but the point of the matter is to determine what you want to get out of the gathering.  

For most businesses, time is valuable and time is money.  It can be spent wisely or it can be thrown out the window.  To ensure time is not wasted in a meeting revert back to number 1: meeting an objective.  Yes, figure out your objective, develop an agenda and stick to it.  While preparing your agenda, determine the following things.

• What needs to be covered?
• What do you need to accomplish?
• Who needs to attend the meeting for it to be successful?
• In what order do the topics need to be covered?
• How much time does each topic need?
• When and where does the meeting need to take place?

Did you catch the theme? Need!  The meeting should only consist of things that are needed.  Throw out all of the excess material and stick to your objectives. Along with this, start your meetings on time.  Do not spend time recapping for those irresponsible enough to show up 15 minutes late.  

Finally, ensure your participants feel like something was accomplished and an actual process was followed.  There is nothing more irritating then going to a meeting that was just thrown together and is all over the place.  Make sure each person in the meeting has a copy of the agenda.  This will allow each person to know what to expect, and it makes each person know a process is being followed.  During the meeting, be aware of body language and adjust as needed.  To close the meeting summarize important discussed items.  To help ensure participants are satisfied, it is a good idea to ask for feedback. 

Resources:

• How to Run an Effective Meeting
• 5 Simple Steps to More Efficient, Effective Meetings
• Why Effective Meetings Require the Right Room
• 10 Things You Can Do To Organize and Lead Effective Meetings

Quizzes:

• Good Meetings: The Death-by-Meetings Quiz