subject: Effective Meetings - Outcome [print this page] Overview: Overview:
Meetings have plenty of aspects and among those is the meeting result or outcome. This is generally a collection of minutes. Here we discuss a couple of points that might improve them.
Is the end result not clear?
It is commonly a struggle to make a meeting go as efficiently as you would wish. The mechanics and process of the meeting can screen what you will, with any luck obtain, at the conclusion of it. If the meeting is finished what should it result in? Is it only a collection of minutes? Will it trigger yet another meeting? Will there be a catalogue of actions?
You must have identified this, initially, as an aspect of setting up the meeting policy. Few effective meetings will conclude with zero actions. This will apply even to project review meetings at the conclusion of a project. There is either something to accomplish or events to learn from which necessitate some kind of action.
So the end product must be:
A concise and accurate set of minutes. These must be checked by those attending before rapid circulation. They will contain summary details and actions with due dates.
It might even be appropriate to evaluate the process of the meeting itself. This is especially useful when a handful of meetings have been concluded. Getting early feedback from those present could help to reduce several issues you hadn't anticipated.
Are the action points vague?
It is simple to include actions to minutes of the meeting at the time. The problem emerges when the next meeting appears and the culprit denies all knowledge of actions that seem to be clear cut. This situation can be prevented if the minutes secretary and especially the chairperson take a bit more care in their recording of action points.
A couple of easy steps can assist with action point completion.
Identify the individual, responsible for the action point (owner), who will disclose its outcome at the following meeting.
Make certain the action is documented as accurately as possible.
Look at the wording and the purpose of the action point with the owner and question if they are OK with it.
Present some idea for the format of the action point outcome. That is, will it be a verbal statement, written report (if so, size and structure are significant), a display of data or maybea clear decision point is needed.
When should the action points be finished? This must be backed with some justification of how it will influence the present project.
Summarise any action points at the conclusion of the meeting.
Ensuring that action points are performed and not overlooked can be a difficult job but is an essential element of effective meetings. Ask people if the way the actions are recorded might be improved. This might help in the long run and lessen stress on the chairperson to admonish continuing culprits.
Every business meeting could become more successful with greater consideration to the minutes.
