|
We have all attended meetings throughout our careers and find that they are as chaotic as can be. After hours of debate and discussion it is difficult to understand exactly what is supposed to be done by whom. In the end many of us leave these meetings without the faintest idea of what is to be done next. Meetings should be organized according to importance. The more important the item the higher it should be on the agenda. Important topics should be discussed firs so that they get completed in time just incase the meeting has to end. Furthermore, important topics should have some pre-thought before the meeting. Giving people a chance to collect their thoughts, do their research and formulate how they are going to contribute to the discussion before the meeting is essential. In order for your participants to be able to do they must have an itinerary before hand. Sometimes these itineraries may actually include things people must do before coming to the meeting. One the meeting has begun it is important to keep everyone focused on the meeting as much as possible. You should expect some idle chit chat before the meeting begins but any additional questions or concerns should be placed in the “parking lot”. The “parking lot” is a place where items not on the agenda can be discussed if time permits. Before the conclusion of a meeting you may have assigned tasks for everyone. Make sure that they are specifically assigned to people who will be responsible for them. At the next meeting hold these people accountable for the information, task or discussion. It is always best to keep minutes of the conversation so that everyone knows. Follow up with your meeting highlighting the main events and discussions. If something has been resolved then put it in there so everyone is reminded on how to think about and approach an issue. In most cases this can be done in email or memo form. Almost always include the responsibilities and the next meeting date. Having a productive meeting doesn’t need to be impossible. By focusing on the whole purpose and what needs to be accomplished you can avoid all the wasted time those meetings typically take up. Sending follow-ups improves people’s retention of the discussion and hold people accountable for the information. If you don’t get done what you want in meetings or they turn into social events then stop them or let someone else have a try. Taking people away from their work to sit around and drink coffee and donuts isn’t going to help. Murad Ali, a two-time published author, writes articles and offers advertisement space for businesses. Visit http://www.thenewbusinessworld.blogspot.com
Related Articles -
agenda, efficiency, meetings, teamwork,
| 
