Saturday, 18 September 2010

Meetings

Here are some meeting tips I've been working on. Nothing new here, just a compilation of different things to think about:


Before the Meeting
Determine your Purpose
  • Sharing important information, especially that which will be heard for the first time?
  • Updates on organization strategies and management decisions?
  • Providing context for processes/procedures/ changes and how they impact current work?
  • Gathering input from employees?
  • Communicating how unit /branch work impacts other branches/units?
  • Updates on other branch, unit and colleagues’ work?
  • Decision making?
  • Idea creating and problem solving?
Know the purpose of your meeting.

Preparation
  • Do you know have a clear objective for the meeting?
  • Do you have the background information read?
  • Do you provide background information to the appropriate people?
  • Do you advise people ahead of time that a decision will be made and do you provide them with the necessary materials so that they may come prepared to make a decision?
  • Do you have an agenda?
  • Have you set aside enough time for the items on the agenda?
Planning
  • Have you determined the purpose of your meeting?
  • Are you trying to achieve too many objectives in one meeting?
  • Who needs to be in attendance?
  • Does the format of the meeting need to be adapted according to the subject or the attendants?
  • What are the participants expecting from the meeting?
  • Consider how you can get the best out of the participants.
  • Will a change of the time, duration, or location of the meeting to make it more productive?
  • Do you need any tools to make the meeting more effective? (Flip chart, PowerPoint, handouts, etc.)
  • How will you arrange the meeting room set-up to maximize participation?
  • Consider rotating the chair responsibility.
Attendees
  • Do you make sure that the right people are invited to the meeting?
  • Do you ensure that people are not invited unnecessarily?
Timeliness
  • Do your meetings start and end on time?
  • Do you arrive on time?
During the Meeting
  • Do you keep to your agenda?
  • Are you make clear about action items and who is responsible for each of them?
  • Do you get contributions from all of the participants?
  • Before the meeting is adjourned, Summarise each agenda item, what has been decided?
  • When a meeting is longer than an hour, do you allow for a short break (just a few seconds) to stretch, refill coffee, etc?
  • Do you ensure participants return on time?
  • Do you return on time?
Follow Up
  • Do you send a succinct message to meeting participants indicating the requested/agreed upon actions and decisions within the next day.
  • Do you make this information available for those who weren’t able to attend, but need this information?
  • Do you follow-up on the actions for which you are responsible?
Large Group?
  • Since it’s harder to meet as a large group with any frequncy, consider a weekly or bi-weekly Stand-up meeting
  • Keep it to 15 minutes or less
  • Provide important updates (Details can follow in a unit meeting or email.)
  • Have regularly scheduled yearly, quarterly, or bi-annual meetings for longer meetings.
One-on-one meetings
Use to:
  • Provide feedback
  • Review portfolio
  • Discuss learning

No comments:

Post a Comment