There are Two types of Meetings Effective and Not Effective Non-effective meetings – Waste Time and Money – Frustrate participants Let’s explore some helpful techniques to make your meetings more effective.
Set Meeting Objectives & Circulate MeetingMinutes– Hold a meeting only if a specific outcome is needed– Send meeting documentation at least 24 hours in advanceBe Prepared– Read relevant reports– Have information to share, including updates on action items– Bring notepad, paper, calendar
Get the Right People to Attend– Assure decisions can be made at meeting– Invite only key stakeholders– Requiring non-essential personnel to attend decreases their productivity– Hold meeting at beginning of weekStart On Time– Waiting ‘just a few more minutes’ sets the tone that you will wait for latecomers– Habitual latecomers are showing disrespect
If Networking, Give 3 Minutes Notice– When starting with unstructured activities, give attendees time to transition to structured meetingKeep Track of Time– To stay on schedule, set time limits for meeting AND agenda items– Job of meeting leader is to keep everything on track and guide conversations
Be Structured & Clear about Structure– Be consistent in enforcing structure– Be clear on who is doing what and when– Be flexible in the face of the unexpected, but firm in the face of casual sloppinessStay on Topic– If conversation strays, rein it back inCommunicate Results– Results are real evidence of an effective meeting– Wrap-up meeting by discussing action items and ownership– Hold participants accountable for their follow up items
Know that YOU are Running the Meeting Do not apologize or act apologetically Don’t give up power– YOU are in charge of the meeting– Avoid stumbling, mumbling and umming–Find Balance–– Don’t act like a tyrant– Do know that you are the decision-maker– Find a business-like demeanor appropriate for situation and your personality
Acknowledge Interruptions– Either deal with during or after meeting, but stand firm– Recognize unique personalities and needs of meeting attendeesDo Not Tolerate Side-talking– This behavior is both rude and distracting– It is the meeting leader’s responsibility to stop the side-talkingEnd on Time– It is a common courtesy and shows respect to attendees
About our Expert: Demetrios Gianniris Demetrios Gianniris is Director of Startups, Relocations and Projects (SRP) at Eze Castle Integration. He is responsible for overseeing the daily administration and operations of the Project Management team, including project design development, construction management, professional services and information technology consulting. Follow Demetrios on Twitter at www.twitter.com/dgianniris.
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