MAKING THE MOST OF MEETINGS
Attending and Hosting
IF YOU ATTEND A MEETING
OBTAIN A COPY OF THE AGENDA BEFORE THE MEETING.
1. LOOK OVER WHAT WILL BE DISCUSSED. Then you will be able to ask pertinent questions and/or make appropriate, brief comments. Perhaps your presence at the meeting isn’t necessary.
2. LOOK AT YOUR OPTIONS. Be wise in the use of your time! You may need to attend only that portion of the meeting which applies to you. Or you may be able to send a written report instead of being present.
3. SET CLEAR GOALS. Decide what you would like to derive from or contribute to a particular meeting.
4. DO YOUR PART WELL. If you have a specific report or presentation to give, do so in a well organized, concise manner. If you have questions, get to the point quickly.
5. TAKE NOTES. However brief, use key words to help you remember what was discussed. Put a huge colorful star by any item which calls for action on your part.
6. TRANSFER INFORMATION. If another meeting has been called, immediately mark the date, time and location on your calendar. If you have placed stars by items for which you are responsible, enter them on your to-do list.
7. FILE YOUR AGENDA AND NOTES. Set up a file and place all pertinent meeting information in it. If called upon to remember something discussed, it will be at your fingertips.
IF YOU CONDUCT A MEETING
1. DECIDE IF A MEETING IS NECESSARY. Is it possible to conduct the needed business via a simple Zoom, a telephone call, conference call, e-mail, letter, memo or fax?
2. DETERMINE THE PURPOSE OF THE MEETING. Is the meeting to gather or share information, aid in decision making or to train others? Without a purpose, a meeting will go nowhere, fast.
3. INCLUDE ONLY KEY PEOPLE. Choose only those key people who need to be present. Inform each if you want them to give a presentation, being specific as to content and time limit.
4. SCHEDULE THE MEETING. Choose a date, time and location which will cause the least interruption in the normal flow of work and life.
5. THINK OF THE PARTICIPANTS’ COMFORT. Are there adequate tables, chairs, fresh air flow and lighting in your meeting room? Is the temperature comfortable? Is water available? Will everyone be able to hear you and each other?
6. BE PREPARED. If your speaking skills are rusty, take a public speaking class or join a local branch of Toastmasters to boost your confidence. If you have graphics to present, make sure they are of good quality and that the presentation process flows smoothly.
7. START PROMPTLY. If latecomers arrive, do not repeat information, wasting your time and the time of those who were prompt. Just keep moving ahead with your presentation.
8. LAY THE GROUND RULES. Let participants know that you will be closely following the agenda.
9. DESIGNATE SOMEONE TO TAKE NOTES AND WRITE MINUTES. Taking notes and writing minutes for the meeting gives value to what is done. There will be an ongoing record of what was discussed and the resolution of each matter.
10. STICK TO THE AGENDA. The ideal situation is to put the agenda into the hands of each participant a few days ahead of time. Have fresh copies available at the time the meeting begins.
11. SUMMARIZE THE HIGHLIGHTS. At the end of the meeting, briefly summarize key points. Repeat any follow-up action needed.
12. THANK THOSE WHO ATTENDED. Let the participants know that you appreciate them and their input.
13. ANNOUNCE THE NEXT MEETING. If a follow-up meeting is necessary, let the participants know at that time. They can enter the date, time and location on their calendars immediately. Of course, a reminder will be needed before meeting again.
14. END ON TIME. Everyone will be grateful to you when the meeting flows smoothly and ends as planned.
Now that you have some tips for attending or conducting a meeting, hopefully you will never look at a meeting in the same way again. Let’s aim for productive meetings which give everyone involved a sense of accomplishment.
