Do you dread the eVite, “Meeting”? Another meeting? Meetings are necessary. No one disputes that. The question is how to keep the meeting relevant and productive?
1. A written agenda is a must. The items on the agenda?
- Objective
- Attendees
- Date, Time and Duration
- Topic
- What to Bring
2. Get as much information out to participants or ask for suggestions/feedback prior to the meeting. The benefits? Everyone has an idea of where the face-to-face meeting is going to go. By asking for suggestions/feedback prior to the meeting, you, as the person calling the meeting, you can tell from responses or lack thereof, those who have buy-in, or will otherwise be effective meeting participants.
3. Assign one person to be the meeting scribe. Getting someone to take notes during the meeting allows the facilitator to follow-up after the meeting without sacrificing being fully present during the meeting. You can’t do both. If there is no one available to take notes, the next best thing is to use a voice recorder. Let everyone know you are recording for the purpose of follow-up.
4. Get a meeting follow-up date commitment.
5. End the meeting on time. No matter how interesting the meeting topic is, no matter how great participation is, end the meeting on time. You and others have other things to do.
6. Follow up. List pertinent information, tasks to be completed and assignments, as well as the date that the follow-up meeting will take place.
Get the reputation for respecting other’s time. Get information out, keep the meeting organized, take notes, end on time, and follow up. You can run a great meeting and increase meeting productivity by following these simple rules.
Leah Henderson, President, Leah Henderson & Associates
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