It is a new year and a time when many of us think of making changes. In an effort to make things better, we try to exercise, diet, read or sleep more. We spend many hours a week in work, however. Are there changes we could be making in how we do this?
Many of our business hours are consumed with meetings. Much of what we need to do is dependent upon information from others. As much as we might hate them, we need meetings. You can make the effort worthwhile and maybe even memorable with a little forethought.
Every meeting needs to have a purpose. Based on that, create an agenda. Include time frames for each topic. If the meeting will be a long one, add time for breaks. Many people need a break every 45-60 minutes to maintain a good level of concentration.
Distribute the agenda before the meeting. When people come prepared, it goes much more smoothly. If you have had a previous meeting on the same topic, include the minutes from the last one.
Allow everyone a chance to speak. You may have to encourage some to speak up (and others to shut up). This is your job, as the meeting leader. Make every attendee feel they added value.
Be original. Anything you can do to make the meeting not just another one will help. For short meetings, have the chairs removed. Meet outside on a nice day, or in some place other than the usual one. Try the lunch room instead of the conference room. Bring candy or fruit to an afternoon meeting, offering a boost of energy. Instead of coffee and donuts, have fruit juice and cereal bars. Use your imagination.
Write a meeting summary, or minutes, almost immediately afterwards. This way everything is fresh in your mind and the minutes will be accurate.
If there is to be a follow-up meeting, announce the date and time before adjourning. But keep in mind what Herbert Hoover said, "When the outcome of a meeting is to have another meeting, it has been a lousy meeting."
Reach Mary at mpowell@a1teletronics.com.
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