Myth 1: Executives belong in meetings.
Although the demands of business cause executives to
attend more meetings than other professionals, executives need to avoid
meetings. Top management is responsible for vision, strategy, plans, and
communication. That means executives should spend most of their time thinking,
learning, planning, and communicating. Inefficient, ineffective meetings waste
the time of the company's most valuable employees.
Better: Ask probing questions when invited to make sure
that your presence will add value. For example, "What are your goals for
the meeting?" "How will I contribute to achieving those goals?"
and "How can I prepare for the meeting?" After all, you want to
contribute to an effective meeting if you decide to attend.
Myth 2: Holding a large meeting is impressive.
Actually, holding a large meeting is expensive. It can
also be impressive if it is conducted properly, which means that it will be as
small a possible.
Better: Invite only those who can make meaningful
contributions. The likelihood of holding an effective meeting diminishes with
groups larger than ten or twelve.
Myth 3: Structure inhibits spontaneity.
This is true if your goal is to obtain random outcomes
over infinite time.
While this may occasionally produce spectacular results,
such as winning a lottery, you can achieve predictable results faster by
applying structured activities. These help people make methodical progress
toward results.
Otherwise, the group is attending a party, instead of
working in a meeting.
Better: Use structured activities to keep you in control
of your meeting and make progress toward results.
Myth 4: People are too busy to prepare agendas.
Since there is always time to repeat a task, fix a
problem, or make an apology, there must be time to take the steps that avoid
such dilemmas.
Overall, preparing an agenda saves time and money.
Better: Prepare an agenda or, if you are too busy, ask
someone to do it for you. Then send the agenda to the participants so that they
can prepare for the meeting.
Myth 5: Minutes are unnecessary.
This is true for any meeting where people wasted time
producing nothing.
Effective meetings produce results that are worth
documenting. Minutes serve to track action items, record decisions, and inform
others. If you are planning a meeting with no results worth documenting, ask
yourself why that meeting is necessary.
Better: Record key ideas, agreements, and action items
during the meeting.
Then convert these notes into minutes.
Myth 6: Meetings should last a long time.
While this may be true for some meetings, most meetings
can be conducted in less than an hour. Long, casual meetings lull people into
lethargy. In general, people are able to focus on a task for 30 to 60 minutes.
Then their attention fades and they take mental holidays to think about other
things.
Better: Plan meetings where you spend time and resources
in proportion to the value of the results. That is, an effective meeting should
be designed to earn a profit. Also, plan short breaks every 50 minutes.
Myth 7: The effectiveness of meetings is a low priority.
This is true if you seldom hold meetings. Of course, if
you have more than two employees, you need meetings to make decisions, reach
agreements, and develop solutions. Effective meetings are a critically
essential activity in running a business. They harness the combined wisdom of
your staff to invent products, increase sales, improve productivity, plan
strategies, and create success.
Better: Learn how to plan and conduct meetings that make
your business a success.
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Your Bio: Certified professional facilitator and author
Steve Kaye helps groups of people hold effective meetings. His innovative
workshops have informed and inspired people nationwide. His facilitation
produces results that people will support. And his books "The Manager's
Pocket Guide to Effective Meetings," "Meetings in an Hour or
Less," and "117 Tips for Effective Meetings" show how to hold
effective meetings. Call 714-528-1300 or visit http://www.stevekaye.com for over 100 pages
of information.
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