Do you need a MEETING?
Why do you need a meeting? If you have good communication systems in place you will need few meetings.
Your reputation can depend on how well you run a meeting. How many boring, time-wasting meetings have you attended?
Why not make an effort this year to make your meetings fun and enjoyable with some great outcomes.
Five of the best tips to run better meetings
* First plan the outcome
Before you call a meeting, decide what you would like the outcome to be.
Prepare a shrewd agenda. All items on the agenda should be specific;‘For a decision’ ; ‘For your information’; For action by….. ‘ The sequence of items is critical. Allow the meeting to warm up before you introduce important items. (Save good news items until the end, so the meeting finishes on a ‘high note’.)
* Timing is crucial
Always start on time regardless of numbers present. If you have to wait for people you always will. A good way to get people to attend early to put on coffee and nibbles ten minutes before you are due to start.
Once you have completed all the items on the agenda, or the allocated time is reached, close the meeting. Never go over your allocated time regardless of the items left on the agenda.
* Make them enjoyable
Variety and humour make meetings more enjoyable – add interest.
Surprise your meetings with special events, such as a guest speaker.
Invite staff to make special presentations.
If appropriate, run a brainstorming session to come up with new ideas to solve a problem.
* Good minutes can save you hours
Minutes are the record of the business of a meeting. They don’t have to be detailed but they are critical to get things done.
They should discreetly clarify trouble spots and formalise conclusions. They should set out who has agreed to do certain jobs, and when they should be completed. Copies should be sent to all attendees and to anyone else who needs to know.
* Continuously improve each meeting
The key to successful meetings is to objectively evaluate each meeting to make sure each meeting is better than the last one you held.
Seek and invite feedback and act on all good recommendations.
“The success of a meeting can only be judged by its results.”
SOURCE: For more on this topic see: “Persuasive Ways” first published by Moss Associates Ltd, New Zealand and in Chinese by Shanghai People’s Publishing House and as “Secrets of Persuasion” by Cengage Learning Asia. (Available as an e-book from Amazon.com.) Also available as “Getting Your Ideas Across” from Kogan Page, U.K and a Hungarian translation published by Bagolyvar Konyvkiado, Budapest.