There are a lot of fun things to do at work here in Atlanta, however, one of them is probably not fun at all. Ineffective meetings can kill both time and morale. Every meeting should be given the same basic rights:
- Right day
- Right time
- Right agenda
- Right purpose
- Right people
- Right preparation
Many meetings self- destruct when the conversation is boss- dominated or when the discussions linger too long on trivial subjects. Time is something we simply do not have enough of so when meetings eat up time they often can eat up productivity. It is critical to make sure every topic that is of importance gets discussed within a set time limit. To increase involvement and participation, give each participant a set role or an assignment. This gives everyone a full sense of ownership and equality, and with a formal role or input everyone is involved.
- Send a set agenda with clear assignments 24 hours ahead of the meeting.
- Make sure all devices are off and placed on the table.
- Paper and pens are supplied.
- A timekeeper starts and ends the meeting on time. The individual also does not allow agenda items to go over time.
- A secretary or note taker gives the meeting a definable memory and sends the notes to every member within 48 hours of the meeting.
- A board writer (possibly a facilitator) can place ideas on a whiteboard during interactive discussions.
Every organization needs a productive meeting. Productivity promotes quality decision making and successful problem solving that involves key people in department and cross department success. It is always critical to go back to the rights of every meeting: day, time, agenda, purpose, people, and preparation. It is through the clarity of expectations that help create both opportunity and process improvement.
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