HOW TO CONDUCT AN EFFECTIVE MEETING
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Photo Credits: http://www.flickr.com/photos/qndphotography/Meetings can be your best friend or your worst enemy. If you use it right, you get the result you need and become more productive but when abused, it will just be a waste of time and energy.
Here are examples of meetings I attended (or conducted myself) that you should avoid:
(1) The What’s Happening Meeting
a.k.a. meetings without a clear agenda
One of the greatest time wasters. May also be in disguise as an “update” meeting. Here you go... you meet with your team. You say “hi, hello guys”. So what’s happening? What’s new? There you are looking for ways to be more productive while wasting time!
Tips:
You called the meeting: Always disclose the agenda in your invitation. Let them know your objective? Get them excited. Cancel the meeting if there is no agenda.
You are attending: Ask what the meeting is for. In this way you can also prepare.
(2) Come One--Come All Meetings
a.k.a. meetings that invites everyone including the ones that are not involved or needed
Ever been invited to a meeting you shouldn’t be in? The meeting starts and you are very excited to contribute or have your say... but after minutes or hours of sitting there, you find out you are just there just to be in the loop. No real participation required from you.
Tips:
You called the meeting: Who is needed? Who can contribute? Who are the decision makers? For everyone else, send the minutes, an email or just update them by phone if they need to know.
You are attending: Should I be in this meeting? Accept or decline. (if you have the choice!)
(3) The Time Will Come Meeting
a.k.a. meetings without a start and end time
You arrive in this meeting. The meeting won’t start until everyone is there. Majority of them arrived when it was almost time to go. You are hoping for this meeting to end before it even started.
Tips:
You called the meeting: Disclose the start and end time. Stick to it. Be known as someone who respect other people’s time.
You are attending: Ask what time will the meeting end. Let them know if you have another appointment after the meeting. Leave on time if needed.
(4) The Bored Meeting
a.k.a. meetings that could have been done thru phone and email
You thought the meeting was about something really, really, really important so you drop your other appointments just to attend this one. After the meeting you realize that a short memo could have been sufficient to do the job.
Tips:
You called the meeting: Do I need to meet people in order to communicate this effectively? Can this be done thru phone or email.
You are attending: Ask the agenda -- Find out what the meeting is all about before committing into it. (again... if you have a choice)
(5) The One-Man Meeting
a.k.a meetings you attend in which only the leader/facilitator is allowed to talk
Maybe your boss is an authoritarian and is not into listening. Don’t worry I’m sure you are not like him. If you hate boring meetings, at least try to speak up not just for yourself but also for your colleagues.
Tips:
You called the meeting: Ask the opinion of others and let them speak. Encourage suggestions. Clarify issues. If you don’t want others to converse with you, write a memo instead.
You are an attendee: Speak. Try to make the meeting a bit interesting. Its risky but you can always try. Who knows?... your boss might even notice your participation as something positive. If it fails, then who knows what to do next? You’re stuck.
(6) The Reprimanding Meeting
a.k.a. meetings in which somebody did something wrong
Ok so someone in your team screwed up. Do you really want to tell everybody?
Tips: You called the meeting: Only require the attendance of the people involved and responsible. You don’t want a troop with low morale...
You are attending: If you are guilty... Swallow your pride. Show that you are really sorry. Learn from your mistakes. If you are not guilty... You know what to do.
(7) The Business Opportunity Meeting
a.k.a. meetings that promises you once in a lifetime opportunities
These meetings are overrated. No offense. Do you really think that these meetings are about opportunities? (Ok maybe some may qualify)
First, they tell you its invitational. Only a few are invited. But yet you arrive and see hundreds of people.
Second, they tell you there’s no money involved --- you just need to buy something later.
Next, someone gives a testimony how much he made in his first “pay check”. You get pretty excited.
Finally, they tell you an irony... “its really easy -- all you need to do is work hard”.
Tips:
You called the meeting: Name the meeting something else... If its about recruiting sales people, call it something like ABC Sales Team Recruitment and Orientation. Just call it what it is... This will save you and the attendees time and money.
You are attending: Research what its all about. After finding out what its all about... Ask yourself -- Am I really interested? If you are... go by all means. If not, its ok to say No.
They say meetings are too often a substitute for real work. What do you think about this statement? Don't hesitate to leave your ideas about this below!
1 comments:
nice and helpful list. what do you call the metting that does ALL THE ABOVE? hehe!
as for "meetings are too often a substitute for real work" - i think the moment you start calling meetings to get away from work, there's something wrong with your company. it's ok to take breaks or hold get-togethers, team outings etc in order to detox and refresh everybody's minds. but to call a meeting when you secretly know you're using it as a cover to avoid work - something's wrong and needs to be remedied. it might cost you your entire business.
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