We've all had that reaction at one time or another when
someone suggests there should be a meeting to resolve a
problem, make a plan, or update each other on our progress.
Often, it seems that the same topics are discussed over and
over, but even though everybody has good ideas, the issues
never get resolved.
Meetings can be an effective way to solve problems, or just
a frustrating waste of time. The difference is in how the
meeting is run. There are five elements needed for a
successful business meeting: an agenda, an agreed-upon
format, a chairperson, a scribe, and a system of
accountability.
The meeting agenda should be prepared and distributed in
advance, so everyone knows what will be discussed. The
chairperson typically prepares the agenda, based on input
from the other participants. It is the chair's task to
balance what everyone wants to include with the reality of
what can be discussed in the time available. If you disagree
over what should be on the agenda, call for a vote before
proceeding.
Every meeting should have a fixed ending time. It's a law of
the universe that work will expand to fill the time
available. An open-ended meeting will run until everyone
gets exhausted or there are too few people remaining to make
any decisions.
Agree on the format for the meeting before you begin. Will
everyone be asked to speak in turn, or will there be open
discussion? How much time will be allotted for each topic?
Will decisions be made by the most senior person present, or
by the group at large? How will the group make its
decisions? Must agreement be unanimous, or will a majority
vote suffice?
The chairperson must actively run the meeting. He or she
needs to keep the proceedings on time, adhere to the format,
manage interruptions, and stick to the agenda. If someone
talks too much or gets off track, the chair must be able to
ask the speaker to "bottom-line" what he or she wants to
say, or steer the speaker back to the point.
In a group of peers, you may want to rotate the position of
chair, unless one of you is particularly good at it and
could serve in that role to benefit all concerned. If the
chair is new at running meetings, reading about
parliamentary procedure in Robert's Rules of Order can be
very helpful.
The scribe's job is to record what topics were discussed,
any important points made, decisions reached, and
accountabilities assigned. He or she should distribute a
copy of the record to the participants within 24 hours,
while the details are still fresh in everyone's mind.
Accountability means that a person or group is assigned to
do something specific by a certain date. "Jane will get
quotes for leasing a photocopy machine and report back at
the next meeting," is a statement of accountability.
A common mistake is to decide on a task without assigning
who will do it or by when. Another is to make the task too
vague, e.g. "Jane will investigate our copying options." The
chair must make sure each decision has accountability
assigned before moving on.
When you are meeting to solve a problem, make sure everyone
first agrees on what the problem really is. "We need a
copier," is actually a solution rather than a problem. The
underlying problem might be "We are spending too much time
running out for copies." The solution might be getting a
copier, but it could also be organizing work better, or
designating someone to have
all needed copies made once per day.
Not every issue can be resolved the first time it comes up,
but it can be moved along. Make it a standing rule that some
action must be taken about every item on your meeting agenda
before the meeting concludes.
C.J. Hayden is the author of Get Hired Now! and Get Clients
Now! Since 1992, she has helped thousands of professionals
make a better living doing what they love. C.J. is a Master
Certified Coach who leads workshops internationally - in
person, on the phone, and on the web.
Article Title: Oh No! Not Another Meeting!
Author's Name: C.J. Hayden
Author's Email: info @ gethirednow.com
Author's Website: http://www.gethirednow.com
Suggested Training Program
Meetings, Bloody Meetings
Too many meetings are genuine nightmares. They lack preparation,direction, and worst of all, results. This award-winning program,remade in 1993, is essential viewing for anyone who chairs meetings.You'll learn how to make your get-togethers shorter, more focused,and more productive. And John Cleese ensures you get plenty tolaugh at along the way. 31 minutes.
KEY LEARNING POINTS:
Plan meetings in advance
Prepare a detailed agenda
Pre-notify attendees
Control the discussion
Summarize and record decisions
This video has a free online preview.
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