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Running Effective Meetings

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Andrew Chandler

on 22 September 2012

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Transcript of Running Effective Meetings

Leading an Effective Meeting Something to think about: It is estimated that 50% of all meeting time is wasted. What it’s all about We have all had to endure it, the meeting that wanders on and on with no defined endpoint. When it is over, everyone quietly gets up, leaves the room, and thinks to themselves, “well that was a complete waste of my time.” The only thing worse than sitting in that meeting is leading it, or worse yet, leading it and not knowing how horrible it was. This training will help ensure that you are never the person at the helm of a sinking ship. How to avoid running a bad meeting It is all about the preparation Establish meeting objectives Respect the time of participants Plan the execution of your meeting Meeting objectives What do you need? Do you need to have decisions made by the end of the meeting?
Do you want to leave with a list of ideas? Do you need status reports from attendees?
Do you need to communicate information? When the meeting is over, do you need to have a concrete plan? Something to think about: If you give an hour long presentation to 100 people, that is over four days worth of time. What makes a bad meeting? Think of a bad meeting that you have had to endure.
What made this meeting bad? Are there any common themes? Something to think about: It is estimated that professionals lose 31 hours per month in unproductive meetings. Respect the time of your participants Consider Priorities - What must you cover?
Results - What must you absolutely accomplish? Who - Who needs to attend?
Structure - Is there an order in which topics must be covered? Time - How long is needed for each topic?
When - What date works for the most people? Where - Is the location convenient for most people? Something to think about: It is estimated that there are 11 million meetings held in the US every day. The mechanics of your meeting How should it all flow? Introduce the agenda for the meeting, and what will be covered.
After each topic, take a moment to review what was discussed and see if participants agree with your summary. If you stop for discussion, make sure to keep everyone on topic.
Take notes on items that may require followup If you assign someone a task, make sure to write it down. When you reach the end of the meeting, summarize everything that you discussed.
Do your best to end on time.
Thank everyone for coming. Tips and tricks The Talker You may end up with someone in your group who always has an opinion. Sharing thoughts is great, but can sometimes derail the meeting. The Solution Ask other participants for their input.
Suggest that the person speak with you after the meeting so you may better answer any questions or address any concerns. Loss of Attention Depending on the length and content of your meeting, you may notice some participants becoming restless or disengaged. The Solution Watch body language. If everyone has been sitting for a long time, take a break so people can stretch.
Avoid the situation by designing active participation into your meeting. Finish Strong How you end your meeting and your follow through are as important as the content that you present. Last Steps End your meeting with a high level overview of everything covered.
If people were assigned tasks, send them an email reminder.
Send meeting minutes.
Thank everyone for attending the meeting. Something to think about: Many people have never experienced the power of a truly effective meeting, and therefore do not recognize the lasting impact it can have. Practice makes perfect Take a few minutes to think about your first meeting.
Write down some of your first ideas.
Outline a team meeting agenda. Questions and comments
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