Work

Work can be fun too... if you stay organised and on top of things!

 

Managing meetings, how to stop wasting everyone's time.

 

Have you ever wondered why meetings are one hour, 90 minutes or worse still 2 hours long?  It is because we booked them to take that long, and then they magically just fill the time slot.  In fact, I have been to a two-hour meeting that was not run well and only addressed the first agenda item. 

Ask speakers to summarise what they have said and quickly move to the next item.  If they are the type of person who likes the sound of their own voice feel free to interject and ask them to summarise then move on (believe me the rest of the attendees will thank you for this). 

If required be prepared to park items or take discussions 'offline'.  If there is nothing more to cover, finish early do not waste peoples time. 

Make sure the agenda is tight and you can set a goal for how long each item will take, only add items which need to be discussed, not just for the sake of it or to fill space. 

Have you ever thought about scheduling a 45-minute meeting starting at quarter past the hour? 

One of my pet hates is an appendix in meeting packs, these very rarely get looked at, is the information important or not?  If not it should not be added, if it is included just to cover someones behind.  Maybe the appendix content should have been summarised in the main pack.  I have worked in places where the boss refused to have a meeting pack over pages long for a one-hour meeting, and have been in others where the pack for a one-hour meeting was 45 pages long! 

The main point of meetings is often overlooked, decision making, push to get items discussed and decisions made during the meeting, it is not just to chat and 'show your holiday photos'.  At the beginning of the meeting quickly review the agenda including decision points, the agenda would have been distributed to the attendees prior to the meeting so that they can be prepared.  After the meeting follow up with actions items, decisions, or minutes if appropriate. 

 

A little bit of preparation goes a long way.

 

Next up...

How to stop procrastinating, how to write that report now.