ProSource Newsletter No 2 - May 2005
Meetings - Meetings - Meetings!
They can be very cost effective and productive!
How may times have you thought about or heard it said …. Oh no not another meeting! ... or … what’s this meeting for, just another time waster!
Here are a number of practical suggestions on how to create and run effective meetings that will assist in changing people's attitude towards meetings and their behaviour when they attend, and most importantly the outcomes.
· Schedule meetings well in advance (wherever possible at least a week ahead) and at the time of day that best suits all involved.
· At least three to four days before the meeting, circulate a one page agenda that includes who are to attend and what information needs to be supplied or prepared for the meeting.
· The chairperson should estimate in advance the cost of running the meeting, ie: the wages/on costs of all the people for the time they are involved in the meeting and 'a what this meeting is costing us' statement should be included on the agenda, eg: 'our people costs for this two hour meeting are $3,275.00.' Equally a figure should be included indicating what the positive outcomes from the meeting will generate for the business eg: 'Secure an additional $250,000 in new business.'
· Include in the meeting only those people who have need to attend and who can make a worthwhile contribution (use the 'need to know' versus 'nice to know' approach to decide on who should attend) as this saves the valuable time of people who simply need to have a copy of the minutes and outcomes.
· During the meeting stick to the agenda and allotted time frame, however, if you finish early don’t extend the length of the meeting to fill the allotted time (give everyone an early mark, it allows them to get back to other important duties).
· If it is required, always agree on the timing for the next meeting.
· Where required, the chairperson should circulate the written minutes of the meeting within twenty four hours - clearly noting who is responsible for action steps and the time frame for completion of those action steps.
The chairperson is responsible for:
· Conduct of meeting and those involved
· Keeping to schedule
· Preparation of minutes and agreed follow up on action items
· It is a good idea to rotate the chairperson's role with each meeting - this gives everyone valuable experience as well as buy in to the value of the meeting process.
· Start (irrespective of everyone being in attendance) and finish meetings on or ahead of the scheduled times.
· Take 5 minute stretch breaks every hour for meetings that go longer than one hour.
· All attendees at the meeting should have their diary, laptop or a print out of the weekly/monthly schedule from their computer, so that they can diarise the necessary action steps they have to take after the meeting.
Some key points on the conduct in the meeting
· Attendance is essential, both in person and in mind
· Avoid personal attacks and always respect each others ideas
· If you think it, say it - but with your mind in drive, rather than neutral
· Spelling does not count, but counting does
· Only one conversation at a time
· We were born with two ears and one mouth - listen twice as much as we speak, in that way meetings will go twice as quickly
· At the end of the meeting allow time (around five minutes) for everyone to document and plan the action steps that they need to take
· Acknowledge and celebrate every success, as well as the learning experiences from a failure
· Focus all attention on the purpose of the meeting and the desired end results/outcomes
· Always remember that laughter is the canary in the coalmine of commerce, keep balance in the meeting - all business activity is meant to be rewarding, fun and enjoyable!
. . . and finally here is an idea that really works in the right circumstances.
Stand Up Meetings
Regular meetings with your team and business associates can be run in up to half the normal time, if everyone stands during the meeting.
Prior to the meeting simply remove all the chairs from your meeting room and have everyone stand up around the table and watch how much quicker your meetings will go. This approach is ideally suited to daily or weekly team meetings that normally should be finished in 15 to 20 minutes but often drag on for over an hour.
Written by Keith Ready to assist you and your team members to enhance business performance.
- A ProSource Thought -
Time is the coin of your life. It is the only coin you have and only you can determine how it will be spent. Be careful, lest you let others spend it for you
Rod McKuen
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