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Holding Effective Meetings Can Be Easier than You Think!

I'm sure you've experienced those typicalout a meeting notice and agenda well in
"headache" meetings! You know the kind I'madvance.Give your attendees plenty of advance
talking about -- the ones where the keynotice -- for example, at least a week. Also
players are running late, no one knowsconsider whether any of your invitees are
exactly why the meeting was called, andlikely to be unavailable on that date. If so,
there's not a single agenda in sight.you may want to postpone the meeting or seek
Everyone's sitting around wondering, "Willalternates.Be sure your meeting notice
this last 20 minutes or will we be here allincludes all of the key information: Include
day?" It's impossible to tell!Then, once thethe 1) meeting date, 2) starting and ending
meeting finally gets off the ground, the realtimes, 3) purpose, 4) attendees, 5) location
pandemonium starts. For instance:* You maywith directions or access instructions, and
hear some people yak incessantly on the6) the proposed agenda. That way, everyone
sidelines, or one or two folks might jump onwill know exactly what to expect, what to do,
a soapbox and dominate the discussion.* Thewhat their time commitment is, and what's in
meeting topics can bounce back and forth soit for them!3. Conduct the meeting using good
many times that no one can keep track offacilitation techniques.Here are some of the
what's actually being discussed.* If amost effective techniques professional
decision results, no one knows whether it wasfacilitators use:* Start on time; don't
ever recorded or even whether anyone agreedreward  latecomers  by  waiting  for  them.
to it.To counteract these frustrating
problems, this article reveals four* Decide on times for each topic and stick
techniques for running great meetings andto  them.
following up afterward.First, How Big Is the
Problem?What are the consequences of holding*  Follow  the agenda; avoid hopping around.
ineffective meetings? Meetings held for the
wrong reasons, that don't involve the right*  Discourage  side  discussions.
participants, or that don't use a disciplined
meeting process can waste the time,*  Set  a  "no  interrupting"  rule.
resources, and money of the business.Not only
do they have the potential to make the* Stop, repeat, and clarify the points
participants feel perpetually frustrated andpeople  are  making.
unproductive, they're also a financial drain.
Just in the area of cost, have you ever tried* Test for closure before moving on to the
to calculate the expense of holding even anext  agenda  item.
single unproductive meeting?If you multiply
the number of people sitting in a room by an* Record decisions, action items, and due
average hourly rate, and add the cost ofdates  for  each  topic.
employee benefits (overhead), you'll see what
I mean. And that's the average cost for a* Summarize the key decisions and action
holding a single meeting, not includingitems  before  closing.
expenses for any related travel, food, or
equipment.You can multiply that figure across* End on time.4. Follow up afterward with
the entire company to estimate the cost ofsummaries and action items.After you've
meetings held per month and per year. As youcompleted all of that hard work, you can
can imagine, holding meetings, especiallyavoid having everyone's ideas and decisions
unproductive ones, can be an expensivesimply melt away because no one sent out a
proposition!How Can You Turn Your Meetingsgood summary or bothered to track the
Around?In contrast to the chaotic, unplannedagreed-upon assignments.A summary doesn't
encounters, at well-run meetings,have to be fancy or very detailed to be
participants collaborate to produce aeffective, but it should contain enough
valuable outcome. They also leave the meetingsubstance to inform the people who weren't
feeling that their time was really wellthere, for example. The summary should list
spent. Making simple changes to the protocols1) each topic, 2) the key points of each
for running meetings can shift the dynamicstopic discussion, 3) all decisions made, and
into a highly effective mode. To achieve4) action items and due dates. At the end, it
excellent results, try the following:1. Bemay include the next meeting's 5) proposed
sure you really need a meeting beforeagenda, 6) date and time, and 7) location, if
scheduling it.Respect your colleagues' busyknown.With a little fine-tuning, you can
schedules. Don't schedule a meeting unless:*convert your meetings from profit stealers
You really need the cooperation of severalinto profit boosters. The process will
people  at  once.transform the quality of group collaborations
and breathe new life into your morale and
* The attendees must contribute to, or willproductivity!Copyright 2005 Adele
be  affected  by,  a  vital  decision.SommersAdele Sommers, Ph.D. is the creator of
the award-winning "Straight Talk on Boosting
* You want various people to listen andBusiness Performance" success program.
respond to what others have to say.2. Send



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