One of the main complaints heard by human resource professionals and team managers has to do with an avoidable and a controllable problem wasteful meetings. Most business organizations have too many meetings that waste time and drain money. Profits and morale can be severely impacted by poor meeting management. As a guide to meeting management, great managers can start by asking: Is this meeting really necessary? And, what are the meetings desired outcomes? Other good questions include: Who needs to attend? Who needs to be involved in planning the meetings agenda? What is the level of formality necessary for this meeting to be effective? Who and what should be on the agenda? When and where should this meeting take place? What, if any, equipment will be required for the meetings presentations? Besides a copy of the agenda (to all attendees), what information should be prepared and circulated prior to the meeting? Will any briefing be required prior to the meeting for participants? How will the meeting be recorded? Before the meeting, what follow up meetings or activities can be developed from this meeting? Ten Essential Tips to Meeting Management: 1. Purpose of meeting and action items: Send to every participant in advance (for comment and preparation.) 2. Agenda Prioritize time required for each item 3. Who should attend and for how long are they needed 4. Set up of room to accomplish meetings goals 5. Running the meeting: chairman, ground rules, time keeper, note taking 6. Mid-point review of meeting (everyone participates) 7. Closing: restate outcomes/decisions and establish action plans 8. Schedule follow ups 9. Evaluate Meeting did it meet objectives and how could have been more effective 10. Circulate notes and the follow up action plans Avoid wasting peoples time by having only required participants at the meeting and staying focused on the agenda. The key may be in good communication before, during and after the meeting. |
