American companies hold more than 15 million meetings a day and spend over $30 billion a year on meetings, but most employees feel meetings are a waste of time and boring.
A meeting should be a resource for education, communication and enthusiasm.
The meeting process should send attendees away with a sense of commitment and energy.
An agenda sent out prior to the meeting is critical.
List the meeting objective and goal on the agenda.
Include a "pre-meeting preparation" list for the participants.
Include in that list the things/items/ideas attendees should bring to the meeting.
Every person attending a meeting should be able to answer two key questions: What is the purpose of the meeting? How can I contribute? Try to figure out how to get the most out of that meeting and how it can be of value.
Look at every meeting as an opportunity to fulfill a dream.
Avoid a lecture meeting.
Get participants actively involved in the meeting as minute taker, timekeeper, leader, facilitator, etc.
Start on time and end on time.
An icebreaker is a great way to start a meeting.
This can be as simple as giving participants 30 seconds to express their expectations of the meeting.
Always encourage, and leave enough time for, a question-and-answer period.
Document and distribute "action minutes" of the meeting to all participants.
Conduct a follow-up evaluation.
Send out e-mail questionnaires, invite letters and encourage phone calls.
Feedback will flatter the meeting participants and allow a more private venue to defuse gripes.
The feedback will give management important data to allow improvement of the next meeting.
Great meetings take planning and timely execution.
Set the proper mood and be sure the purpose of the meeting is met.
Meetings do not have to be boring or unproductive.
*Send out agenda beforehand.
*Actively involve participants.
*Start with an icebreaker.
*Distribute action minutes.
*Conduct follow-up evaluation.
Jane Boucher is an author and professional speaker with offices in Carson City and Ohio.
Reach her at 775-884-4899, 937-416-9881 or janeboucher@mail.com.
Her website is www.janeboucher.com
