Effective Meetings Don't Just Happen

Effective Meetings Don't Just Happen Effective Meeting Guidelines

Why Am I Calling This Meeting?

Don't let your meetings become memorials to dead issues. Write a one sentence objective (what you want the attendees to know, do or believe as a result of the meeting) before you schedule your meeting. If you cannot write it - don't hold a meeting.

Meetings should accomplish objectives, develop people, and measure people.

Do not hold meetings:

for personal executive action

as a replacement for writing or phone calls

because they are regularly scheduled meetings

Do hold meetings:

to ensure standardized information dissemination

to solicit contributions for decision-making

to build a team committed to implementing decisions made

ask yourself, what are the consequences if you do not hold the meeting

Who Should I Invite?
Only the "right" people; those who can:

implement decisions

make a unique contribution

approve actions

carry official responsibility

make a strategic link

foster a positive attitude toward subject

Numbers are important, consider these guidelines:

problem solving - 5 or less

problem identification - 10 or less

review or presentation - 30 or less

motivational / inspirational - the more the better

As the size of the group increases, the length of the meeting should decrease.
Surround yourself with giants, the competent, the creative and those committed to implementation of decisions.
What Should I Cover?
List everything you would like to present or discuss, then prioritize and separate the "need to know" from the "nice to know".
Remember the communicator's perspective, imagine everyone in the meeting has a sign on their forehead saying, "So What"
Use an agenda (essential issues). Send it out as a meeting notice to announce who will be in attendance; the place, time and date; what subjects will be covered; the adjournment time.
Agendas should:

concentrate on a few major issues

aim high - what's important

focus on future rather than past

present opportunities, not problems

be creative in direction, not routine

assign presentations

serve as a control tool

How Shall I Communicate?
Visualize information whenever possible. People think in graphic images. Double retention and increase the memory capacity of your group.
Choose your visual format based upon time, money and effectiveness.
Present details in writing. Visuals should concentrate on major concepts and key words. Charts and graphs are best for percentages, numbers and relationships.
Where Will We Meet?
Whether it is in an office, conference room, hotel, conference center, or restaurant, consider:

size

ventilation

acoustics

lighting

access

If the presentation is important to your career, rehearse ahead of time in the room where you will be making the presentation.
When Will We Meet?
When people are physically up. Stay away from Monday AM and Friday PM, or the first hour after lunch.
Pick an unusual time for change of pace.
Set starting time by working backward from adjournment to control length.
Start on time, don't wait for late arrivers.
When It's Over, It's Not Over!
Action Minutes

summarize the meeting - actions only

fix accountability - who will do what by when

become the tool for follow-up and feedback

The Seven Deadly Sins of Meeting Leaders

Resenting Questions

Monopolizing the meeting

Playing comic

Public chastisement

Permitting interruptions

Losing control

Coming unprepared (the GREATEST sin)

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