Here are ten things that you can do to hold more
effective meetings.
1) Avoid meetings. Test the importance of a meeting by
asking, "What happens without it?" If your answer is,
"Nothing," then don't call the meeting.
2) Prepare goals. These are the results you want to
obtain by the end of the meeting. Write out your goals before the meetings.
They should be so clear, complete, and specific that someone else could use
them to lead your meeting. Also, make sure they can be achieved with available
people, resources, and time. Specific goals help everyone make efficient toward
relevant results.
3) Challenge each goal. Ask, "Is there another way
to achieve this?" For example, if you want to distribute information, you
may find it more efficient to phone, FAX, mail, e-mail, or visit. Realize that
a meeting is a team activity. Save tasks that require a team effort for your
meetings.
4) Prepare an agenda. Everyone knows an agenda leads to
an effective meeting. Yet, many people "save time" by neglecting to
prepare an agenda. A meeting without an agenda is like a journey without a map.
It is guaranteed to take longer and produce fewer results. Note, without an
agenda, you risk becoming someone else's helper (see tip #6 below).
5) Inform others. Send the agenda before the meeting.
That helps others prepare to work with you in the meeting. Unprepared
participants waste your time by preparing for the meeting during the meeting.
6) Assume control. If you find yourself in a meeting
without an agenda walk out. If you must stay, prepare an agenda in the meeting.
Collect a list of issues, identify the most important, and work on that. When
you finish, if time remains, select the next most important issue. Note: you
can use a meeting without an agenda to recruit help for your projects.
7) Focus on the issue. Avoid stories, jokes, and
unrelated issues. Although entertaining, these waste time, distract focus, and
mislead others. Save the fun for social occasions where it will be appreciated.
8) Be selective. Invite only those who can contribute to
achieving your goals for the meeting. Crowds of observers and supporters bog
down progress in a meeting.
9) Budget time. No one would spend $1000 on a 10¢ pencil,
but they often spend 40 employee hours on trivia. Budget time in proportion to
the value of the issue. For example, you could say, "I want a decision on
this in 10 minutes. That means we'll evaluate it for the next 9 minutes,
followed by a vote."
10) Use structured activities in your meetings. These
process tools keep you in control while you ensure equitable participation and
systematic progress toward results.
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Your Bio: IAF Certified Professional Facilitator and
author Steve Kaye works with leaders who want to hold effective meetings. His
innovative workshops have informed and inspired people nationwide. His
facilitation produces results that people will support. Sign up for his free
newsletter at http://www.stevekaye.com.
Call 714-528-1300 or visit his web site for over 100 pages of valuable ideas.
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