BusinessTips > Run Successful Meetings

BusinessTips.RunSuccessfulMeetings History

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May 30, 2006, at 02:55 PM by 128.125.52.151 -
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  • The kiss of death is the "date for our next meeting" on the agenda. Expect to get everything done -- don't set that date unless you need to.
    • Your goal should be to never meet again, and set the plan up so that all follow-up can be done off-line.
  • Respect the fact that people don't leave their lives outside of the room, they've all got stuff on their minds.
    • Acknowledge that distraction and use it
      • For instance, welcome the late-comer in
    • Send reminders
    • Send agendas
      • Your maximum for a 1-hour meeting is 3 items, if you want to have discussion
      • Distribute these for feedback beforehand
    • Invite people carefully -- do they really need to be there? Will they want to be there?
    • Make sure there's a clear objective
    • Invite push-back -- those who push back at least have skin in the game.
  • Set a time.
    • Leave enough time for late arrivers.
    • Leave enough time for a wrap-up.
  • Take care of all the details.
    • Food
    • Drink
    • Slides
    • Etc.
  • Roles
    • Facilitator -- can't participate, but keeps things running.
    • Timekeeper -- to watch that everything is covered (this person shouldn't also be facilitator).
    • Secretary -- to take notes, summarize to-dos, and send these out to everyone.
    • Parliamentarian -- in large or contentious meetings, to keep the peace, and to help restate adversarial statements.
      • Identify this individual beforehand.
      • Make it clear what they're doing.
      • Call on them to make sure all is going well.
      • This individual must be respected, have demonstrated objectivity, and can't offer their own opinions.
  • Set the stage!
    • It's ok to deal with administrativa up-front.
    • If there are changes to te agenda, then explan why you didn't try to get buy-in from everyone on that before the meeting.
    • Explain the ground rules.
    • "If you're not going to participate, leave now" -- don't make (or let) people who don't care stay.
  • The goal is not agreement, it's alignment.
    • But no decision can violate a meeting participant personally or professionally.
    • Everyone needs to agree not to undermine the decision after they leave the room.
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