When
something needs to be discussed we better call a meeting, right? Perhaps, perhaps not, but if you decide
you do need a meeting, make sure it is efficient. We have all spent hours in meetings that were not more than
a waste of time.
Charles
Alvarez, Cornerstone Advisory Services
business coach gives
7 ways to assure efficiency in your meeting.
1. Is It Necessary?
Ask, “Is this meeting necessary?”
Many meetings turn out in retrospect to be unnecessary. There are other ways to
achieve the same goal. Sometimes you can achieve it by circulating a memo. You
can have a conference call. You can speak to people individually. You can even
postpone it to another meting or another time altogether. If a meeting is not
necessary, avoid holding it whenever possible.
If the meeting is necessary, ask, “Is it necessary for me to attend this
meeting?” If it is not necessary for you to attend, don’t go in the first
place. If it is not necessary for someone else to attend a particular meeting,
make sure that he knows so that he does not have to be there.
2. Write an Agenda
If you have determined that the meeting
is necessary, establish a clear purpose for the meeting and write up an agenda.
An excellent time management tool is for you to write a one paragraph statement
of purpose for the meeting. Complete the sentence, “We are having this meeting
to achieve this specific goal:” and then write out the objective of the
meeting.
This is a tremendous discipline. Make out an agenda or a list of everything
that has to be covered in the meeting. Next to each item, put the name of the
person who is expected to address that particular issue. Distribute the agenda,
if possible, at least 24 hours in advance so that each person knows what they
will be expected to contribute. They will know what the objective of the
meeting is and what will be discussed. This applies to one on one meetings with
your boss, with your subordinates, with your customers, with your suppliers and
whoever else.
3. Start and Stop on Time
Start and stop the meeting on time.
Set a schedule for the beginning of the meeting, and set a time for the end of
the meeting. If the meeting is going to run from eight until nine, start it at
eight o’clock sharp and end it at nine o’clock sharp.
The worst type of meetings are the ones that start at a specific time but have
no clearly determined ending time.
Here is another rule: don’t wait for the latecomer. Assume the latecomer is not
coming at all, and start at the designated time. It is unfair to punish the
people who are there on time by making them wait for the person who gets there
late, if at all.
Many companies establish the policy of locking the meeting room from the inside
at the exact time the meeting is scheduled to start. The people who show up
late are not allowed in. You can be sure that they don’t show up late the next
time.
4. Cover Important Items First
Cover the most important items first. When
you draw up the agenda, apply the 80/20 Rule. Organize the agenda so that the
top 20% of items are the first items to be discussed. This way, if you run out
of time, you will have covered the items that represent 80% of the value of the
meeting before the time runs out.
5. Summarize Each Conclusion
When you discuss each item, summarize
the discussion and get closure. Get agreement and completion on each item
before you go onto the next one. Restate what has been decided upon and agreed
to with each item before you proceed.
6. Assign Specific Responsibility
If you have made a decision, assign
responsibility for the specific actions agreed upon and set deadlines.
Remember, discussion and agreement without an assignment of responsibility and
a deadline for completion is merely a conversation. Be clear about who is going
to do what and by when.
7. Keep Notes and Circulate Minutes
A key to assuring maximum effectiveness
from meetings is to keep accurate notes and to circulate the minutes of the
meeting within 24 hours whenever possible. The person with accurate minutes
from a meeting that can be pulled out a week or a month later can resolve a lot
of potential misunderstandings.
Agendas prepared in advance, followed by meeting minutes shortly afterwards,
assure that everyone is clear about their agreed upon responsibilities and
deadlines.
As I
reflected over these 7 ways to assure efficiency in your meeting I had a
thought. Who do you need to meet
with that you are avoiding? Clear
up any guilt you have concerning procrastinating about meetings people need or
want to have with you or vice versa.
Don’t put it off!
Still
learning,
Honey
