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Article: Power Points for a Productive Meeting
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- An effective meeting has a clearly stated written agenda with no
more than one to three subjects to be discussed. Give advance notice
of the meeting including date, time, location and agenda. Make assignments
in the agenda so everyone comes to the meeting prepared with worthwhile
information. Preparation is vital for the effective use of time.
- Appoint a facilitator to be responsible for conducting the meeting
as well as a time cop to get employees to the meeting on time and assist
the facilitator in closing on time. A secretary should take notes and
distribute them. In smaller gatherings the secretary and the time cop
can be the same person.
- Make sure everyone is included by sitting in a circle. For high
energy meetings, provide no chairs. For informational meetings, the
classroom style arrangement is practical. Have funky seating (bean
bags) for motivational meetings. Brain storming meetings should have
comfortable chairs, soft music, refreshments, and proper tools.
- Review orally what was accomplished at the meeting. Get everyone
to buy in or agree with the oral summary.
- Written meeting results need to be distributed within 2 days. Establish
a meeting result format that can be condensed into one or two pages.
- There should be absolutely no interruptions during the meeting for
any reason. Inform the attendees to turn off all pagers and telephones.
The best meetings are facilitated at an off-worksite location.
- Powerful meetings are proactive. The majority of meetings deal with
crisis. Regularly scheduled meetings will tend to be more opportunity
based.
- Facilitators should be selected for their skills not their position.
The facilitation position often goes to the highest ranking member
by default. Most of the time this is a mistake. Setting pride aside,
choose the right person for the job regardless of work position.
- Use straight talk. It is OK to have friction and differences of
opinion at meetings. This is sometimes necessary to resolve issues.
Being politically correct is the norm. Set an atmosphere of no reprisals
no matter what is said.
Shorter deadlines, endless meetings, interruptions, and ever-higher
quality expectations are just some of today’s challenges, and yet
the number of hours in a day remains the same. You can solve this dilemma
by learning practical, every day skills in the Managing For Success Time
P.L.U.S.™ Report.
Are your meetings dragging on and not accomplishing much? Do you need
and experienced facilitator for your next gathering? Jim Rooney has varied
experience facilitating board meetings including the R.E.A.D. Business
Group monthly meetings for over 3 years. The group consists of CEO's,
presidents, and senior officials in the Brownwood, Texas business community.
For more information call Jim at 325-463-5546 or email at
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