Improving effectiveness of a meeting

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  • Improving effectiveness of a meeting

    1. 1. Improving effectiveness of a meetingfrom Managing time - Harvard business school press. Compiled and abridged by Viswanath JayachandranDate : 20 March 2011 1
    2. 2. Strategies The following methods can help us maximise the time spent in meetings. 2
    3. 3. Pre-requisite Think and decide whether you are indeed the most suitable representative before attending a meeting. 3
    4. 4. Purpose Meetings should have a purpose; a set of tangible goals that must be accomplished. Not only should the meeting have clear objectives, but also proposed outcomes. 4
    5. 5. AgendaA meeting should be held with a set of agenda, which should be distributed to attendees before the meeting starts. Stay focused on the task at hand. 5
    6. 6. Agenda If you have not received an agenda, request to see it in advance. After-all, you cannot sent the best person for the meeting until the purpose of the meeting is clearly communicated. 6
    7. 7. Relevance Arrange to attend only the part of a meeting that is relevant. 7
    8. 8. Organising a meeting Ensure there is an absolute necessity for a meeting. If the message can be just as easily shared in an email to the group, why interrupt their work? 8
    9. 9. Preparation If there are visual aides, have them ready before the group enters the room. 9
    10. 10. Organising a meeting In case you are the organiser, it may be beneficial to distribute a set of points, to consider for the meeting. It aids in maximising participants’ time and thus the effectiveness of a meeting by keeping it on track. 10
    11. 11. Gaps between meetings If you have several meetings a day, that limbo time can amount to a significant wastage. Try to schedule your meetings back-to-back; instead of putting yourself in and out of meeting mode for no apparent reason The time in between is better clumped together at some point in the day for productive endeavors. 11

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