Archive for July, 2011

Here are more tips to save time in meetings.

Posted in Leadership, Organize, Planning, Self-management, Time management, Time management/Self-management on July 27, 2011 by Chuc Barnes

First, If you’re going to have a series of meetings, ask your team set up ground rules for the meetings. Ground rule possibilities are:

  • Be on time
  • Show up prepared
  • Cell phones on vibrate
  • One person speaks at a time
  • No problems without solutions
  • Side conversations are taboo

Second, as meeting leader, realize that a successful meetings include interaction, discussion, and agreement so be sure to

  • Plan it so it is OUR meeting for US, not MY meeting for YOU.
  • Inform participants of what’s expected and time frames.
  • Stimulates discussion by asking questions.
  • Validate questions.
  • Listen to what’s said.
  • Keep the group on the subject.
  • Be respectful of each individual.
  • Ask the group avoid idea killer words such as:
  1. Already
  2. Never
  3. Can’t
  4. Too long
  5. Too odd
  6. Too costly
  7. Doesn’t fit
  • Do not accept problems without solutions.
  • Get the story behind any numbers
  • Summarize and give assignments.

The above tips will help you (and your team) get more done in less time in your team meetings.

Questions? Comments? Please put them here.

How to save time in meetings.

Posted in Leadership, Management, Self-management, Teamwork, Time management, Time management/Self-management on July 12, 2011 by Chuc Barnes

Experts report that as much as 40% of the time spent in meetings is wasted. You of course don’t want that to happen in your meetings so let’s talk about effective meetings.

Before you schedule any meeting, make sure the meeting is necessary. In other words, ask yourself whether the reason for the meeting could be settled over a cup of coffee or by a telephone conversation. This is crucial.

If you decide the meeting is necessary, do the following:

#1) Determine the best time for the meeting and decide who needs to attend.

#2) Create a written agenda and state the purpose of the meeting at the top of the agenda so attendees know what you want to achieve in the meeting.

#3) Make sure the agenda includes suggested time frames for each item to be discussed and assign a name to the person responsible for each item.

#4) Distribute the agenda in advance of the meeting. (You want the attendees to Pre-act by thinking in advance, rather then Re-acting when they arrive.)

#5) Be in the meeting room ahead of time and ready to start on time.

#6) Always start the meeting on time. Attendees respect this!

#7) Welcome the attendees and tell them the purpose of the meeting and the results you want to achieve in the meeting. Recap the time frames you’ve listed for each item.

#8) Follow the written agenda by moving from one agenda item to the next, sticking to the time frames you’ve included for each item.

#9) Make notes (forget “minutes”) by deciding what is accomplished and the probable next step needed after each agenda item has been discussed.

#10) When it’s time to bring the meeting to an end, do everything possible to end on a unifying theme and determine the best date for your group if you believe a follow up meeting is necessary. (Determining the next date and time in the meeting saves time.)

#11) Recap any follow up steps necessary and assign them to the individuals in the meeting, spreading the workload around to the entire team.

#12) Thank your team and let them leave on time.

These 12 steps help make a more positive meeting outcome for you and your team, and the steps will remind your participants of the things that you have agreed on.

I’ll discuss a few other meeting tips in my next post.

Questions? Comments? Please put them here.