Meetings

Important Part of Professional Life - We touched on meetings earlier but they
are such an important part of our life it is necessary to include additional information.
Meetings have a reputation, and often well-earned, as time wasters. I have always
had an aversion to meetings because they are seldom used to cover only the agenda.
The agenda is covered in fifteen minutes to half an hour and then you often have to
listen to people ramble on about issues in which no other attendee is interested.

The Agenda - Covering the required agenda in a meeting can be informative and
interesting. But all the rambling afterwards is downright boring and I find it rude.
People who do this have no respect for the time of others. They are the reason that
meetings are seldom welcomed. Instead, they are considered a necessary evil and are
simply tolerated.

Planning - Meetings don’t have to be a problem. If well planned, meetings can be
the best way to brief a group on matters of policy, progress and action. Meetings can
also be excellent brain storming sessions that help bring out great ideas for solving
many problems and to improve the business.

Here are a few tips to make meetings more productive:

Notice - Send out a notice of the meeting announcing the subject matter and
stating clearly that the meeting will be short and limited to the agenda.
Get Started - Don’t wait more than three to five minutes for anyone who is
late. Begin the meeting without them. This will show respect for the time of
those who cared enough to arrive on time. It will also indicate to those who are
late that people will not wait for them and they may miss something important.
Copies - Make sufficient copies of everything that attendees will need to read.
Don’t pass around one copy.
On Topic - While attendees should feel free to air their views, it is important
to interrupt anyone who gets off topic. Just indicate that another meeting will
be necessary to discuss that topic and this meeting is limited to things related to
the agenda only.
Lead Person - There should be a lead person who must be willing to point out
when people are digressing and delaying the meeting. They must be cautioned
to stick to the point and the agenda.
Take Notes - Have someone delegated to take some notes and give a brief
summary of the results of the meeting so everyone will have an understanding
of what was accomplished.
Turn it Off - Before the meeting starts, make certain all cell phones are
switched off.
Refreshments should be limited and served before a short meeting or during
a short break if it is a long meeting.
End the meeting as soon as the agenda is completed. Don’t ask each
individual if they have anything more to contribute. Professionals should be able
to convey their views without coaxing.