Running Effective Meetings
By Marcus Miller
Would you ever ask a staff member to get on a bus without a destination in mind and without a purpose intended? Of course not! Yet, every day, in companies across Canada, people are doing just that. They gather people into a room, close the door and drive around in circles. They call it a meeting!
How many hours a day do you spend in meetings? If you're like so many managers, a good portion of every day is devoted to bringing people together to plan, exchange information, solve problems, brainstorm and create new ideas. So, if we spend so much time in meetings, why are so many of them unproductive and real progress seems thwarted?
A well-run meeting is an art. The failure of most meetings is a lack of advanced planning and organization. Here are some tips to improve your meeting skills whether you are running the meeting or just sitting on the bus:
Set a clear agenda on where you're going
Each meeting should have a concise written agenda that is distributed in advance to all participants. The agenda should include a list of topics, identify the individual(s) responsible for presenting the information, and estimate a realistic amount of time to be spent on each item. Advise participants in advance if they are expected to bring pertinent information with them.
Create some rules for the road
Here are a few:
Who's driving the bus?
Every meeting should have a facilitator who is responsible for keeping the meeting focused and moving forward. A good facilitator will be objective and have the ability to tactfully prevent anyone from dominating the meeting. The facilitator should see that no one's contribution is attacked or overlooked. Sometimes the best facilitator is someone with no personal or emotional stake in the outcome of the meeting.
Keep a journal of the trip
Every meeting should have someone assigned to record the key information and outcomes of the discussions. Flip charts, overhead projector, or other visual aids will allow participants to follow agenda items and to maintain the group's focus. It is extremely important to list any items requiring additional action, including the names of the people involved and the date the action is to be completed. The record should also indicate how information will be communicated and co-ordinated between meetings.
Evaluate and improve
Post-meeting evaluations provide immediate feedback and indicate the effectiveness and efficiency of the meeting relevant to its objectives.
With careful planning and preparation, meetings can be a valuable activity in any business. By consistently reaching the objectives set, expectations for future meetings will remain high. Instead of dreading meetings, people will show up on time and be ready to roll.
Marcus Miller (Marcus.Miller@LEAPJob.com) is the President of LEAPJob (www.LEAPJob.com), a Human Resources Consulting firm focused on improving its clients' capabilities to attract, hire and retain great people. You can reach Marcus at 905.281.3090, Ext. 21.
