Are Your Meetings Worth Having?

Many of our business hours are consumed with meetings. Much of what we need to do is dependent on information from others. As much as we might hate them, we do need meetings. You can make your meetings worthwhile and maybe even memorable, with a little forethought.

Every meeting needs to have a purpose. Based on the purpose, create an agenda. Include time frames for each topic. If the meeting will be a long one, add time for breaks. Experts say that people need a break every 45 minutes to an hour to maintain a good level of concentration.

Distribute the agenda before the meeting. When people come prepared, the meeting goes much more smoothly. If you have had a previous meeting on the same topic, include the minutes from the last meeting.

Bring copies of the agenda and hard copies of any other pertinent information. If there were attachments to your meeting invitation, bring copies of everything.

Begin your meeting on time. Don't wait more than five minutes for latecomers. Doing so will be wasting the time of those who did arrive on time.

Introduce anyone who is new to the group. If it is a large group, ask everyone to introduce themselves.

Follow the agenda. Stick to the time allotment for each topic. Depending upon how extensive your agenda is, a few minutes extra on each subject could add up to an extra hour or more.

Allow everyone a chance to speak. You may have to encourage some to speak up (and other to shut up). This is your job, as the meeting leader. Make every attendee feel they added value.

Be original. Anything you can do to make the meeting not "just another meeting" will help. For short meetings, have the chairs removed. Meet outside on a nice day, or in some place other than your usual meeting place. Try the lunch room instead of the conference room. Bring candy to an afternoon meeting, offering a boost of energy. Instead of coffee and donuts, have fruit juice and cereal bars. Use your imagination.

Write a meeting summary, or minutes, almost immediately afterwards. This way, everything is fresh in your mind and your minutes will be accurate.

If there is to be a follow up meeting, announce the date and time before adjourning. But keep in mind that, "When the outcome of a meeting is to have another meeting, it has been a lousy meeting." Herbert Hoover (1874-1964)