Time Management Tips12 Tips To Save Time At Meetings
It is almost ironic that the busier we become
, the more meetings we must attend. This only seems to make us even busier by taking way time that could be spent to accomplish more important things. I know plenty of executives who work extra hours in the evenings doing their most important work, because they spend so much time on calls or in meetings during the day that they cant possibly get anything useful accomplished.
Somehow, even with all the extra benefits provided by new technologies, we are still being subjected to an excess of meetings. In addition to the traditional face-to-face meetings, we are also now able to jump from conference call to conference call (and even video conference calls) using various online meeting software services that promise the next best thing to "being there."
Meetings are important, and even necessary, although a large number of them turn out to be simply time wasters. Here are 12 guidelines to ensure your meetings dont end up ruining your schedule:
1. Dont hold a meeting for the sake of having a meeting. Make sure there is a purpose or a good reason for the meeting. This is a golden rule of meetings. Why call a meeting if there is a better
way to handle the issues? Work out if the topic be handled with an email or a memo. Ask yourself if one quick phone call to someone can accomplish as much as getting a group together?
2. If you choose to hold a meeting, ensure that all attendants are provided with the meeting agendas in writing, as well as the starting and finishing times for the meeting will start and finish. You should always aim to finish the meeting on time.
3. Follow the written agenda for the meeting to the letter. BE ruthless
4. Resist the temptation to bring people up to speed if they didnt come prepared. This prolongs the meeting for nothing.
5. Give people a chance before or after the meeting to network, catch up or gripe. However, once the meeting has started, stick to the agenda.
6. Decide in advance who will be taking the minutes and assign other tasks accordingly. Start every meeting with action items.
7. Keep discussions to the topic at hand, and control questions that go off on a tangent. STICK TO THE AGENDA SO YOU WILL FINISH SOONER AND GET MORE DONE. Be relentless. We
all tend to be too polite too by allowing everyone to put their 2cents worth into the hat. If group or individual input is needed, then factor it into the time allowed for the agenda item. Unnecessary comments should be cut short by the person running the meeting.
8. Make certain that by the end of the meeting all participants have a sense of accomplishment. You can do this simply by summarizing the outcomes of the meetings, and confirm all the next steps as well as who is responsible for taking them. Even if you started with this one alone you will see better results from your meetings. I cant recall how many meetings I have attended where there was no hint of progress.
9. End on time regardless of how much was covered AND do not allow items that were not on the agenda to be discussed. This will also help ensure future meeting are kept on track.
10. Thank participants for their attendance and advise them if they are to receive a written or verbal follow-up. If there is to be another meeting, you can also announce the details here.
11. When attending meetings called by others, request an agenda in advance; only attend the part of the meeting which is relevant to you. And dont hesitate to decline an invitation if it is clear that your presence is not required to accomplish the goals listed on the agenda.
12. Agree to switch off or refrain from replying to any messages received on handheld devices. People at meetings should be listening attentively. If they are not then the issue of why not should be addressed rather than smothered. Remember, an instant message does imply an instant response
by: Danny Smithwood
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