Most people think that the phrase “effective meeting” is an oxymoron. The average employee would say a good meeting is as likely as winning the lottery. According to a survey conducted by PolyVision Corporation, 75% of respondents said that the meetings could be more productive.
Most employees spent from one to eight hours per week in meetings, with 11% saying they spent 13 or more hours every week in meetings. In a company of 100 employees that translates to 499 unproductive work hours every single week! If the average salary of employees attending meetings is $40,000 per year, those unproductive meetings are costing the company $9,785 per week in salary – ouch!
The good news is that making your meetings productive is relatively simple. It’s a matter of preparation – before, during, and after.
BEFORE
Determine the Reason
Make sure it is necessary to have a meeting. Do issues need to be discussed? Do decisions need to be made? Or would a phone call or an e-mail work just as well? Just because there has always been a weekly department meeting is not a good reason to keep having a meeting.
Invite the Right People
Include the people necessary to address the issue and only the necessary people. Don't invite someone just so they won't feel ignored.
Schedule a Convenient Time
Pick a time when attendees won’t be tired, hungry, or distracted. Set a reasonable time frame for the meeting and stick to it. Some people like to start meeting at an odd time, like 8:05 or 10:22. A precise time for the meeting can inspire employees to show up on time.
Create an Agenda
Issue an agenda ahead of time based on the reason for your meeting. Identify the issues that need to be discussed and the decisions that need to be made. The agenda lets attendees know what is expected of them and they can prepare accordingly. Attach reports or other materials that need to read before the meeting. Make sure everyone knows that they must read the material before the meeting.
Allow Enough Time to Prepare
Provide attendees with the time frame and agenda. Require a response to the invitation so you know they will be there. Give people enough time to work the meeting into their schedule and review advance materials.
DURING
Start on Time
If someone is late start without them. Do not take time to get them “caught up”. They are not likely to be late the next time.
Assign a Facilitator
The role of a facilitator is to keep the meeting moving forward, to keep discussions on topic, to stick to the agenda, and ensure that everyone has a say. Always end a discussion by asking, “Is there anything else?” and pause. If you think there are un-addressed issues, re-state the question, “If there was something else, what would it be?”
Assign a Record-Keeper.
Have one person take notes, preferably an outsider- someone who does not need to participate in the discussion. That way your record-keeper can focus on taking exact notes.
Set Ground Rules
Turn cell phones and pagers off. Will there be breaks, if so what time? Can attendees leave if the need to use the restroom? Remind attendees that everyone should pay attention and stay on task and that everyone should be allowed to speak freely
Conduct a Brief Review. At the end of the meeting, summarize what decisions were made, assign follow-up actions with completion dates, and identify unresolved or tabled issues.
End on Time.
There is nothing worse than a meeting that runs late. Participants become tired and distracted. Someone may be late for another meeting. Have a set time fame and stick to it. This will help keep everyone on topic. At the end of the time limit if the agenda has not been completed, schedule another time to finish the discussion.
AFTER
Distribute Minutes of the meeting
Send out a meeting summary as soon as you can, the same day if possible. Include the action items and future deadlines, and the date and time of a follow-up meeting if necessary. The minutes will remind attendees of their responsibilities and will be a shared history of what really occurred at the meeting.
Follow-up
Make sure that agreed upon actions are taken.
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