Meetings Suck - A 10 Step Program to Better Meetings!

A 10 Step Program to Better Meetings

Meetings suck …

They don’t have to

Why 10 steps?

Because 8 is not enough and 12 is too many

So raise your right hand and repeat after me …

Have a purpose1

Pur•posenoun

noun: purpose; plural noun: purposes

1. the reason for which something is done or created or for

which something exists. "the purpose of the meeting is to

appoint a trustee”

Why do you even need a meeting?

2 Have an agenda

Take the time to plan

List your agenda topics in order

Number of topics should not exceed your meeting length

Align all of the topics to the meeting purpose

Send the agenda and all pre-work in the invitation

3 Invite the right people

Think about the right meeting attendees

Is this person part of the purpose?

Will they contribute to the agenda?

Can they provide a new or different perspective?

Is this someone who has authority to make a decision?

Will they read the pre-work and come prepared?

4 Know the environment

Have you been to the location before today?

Is the room configured properly for a meeting?

Will there be adequate seating?

Are there potential distractions?

Is there a phone line?

How about internet? Projector? Screen? Whiteboard?

Can you work the lights?

5 Start on time

OK … so starting on time is not easy

Not all people respect a clock

Set the expectation that you are starting on time

Then start on time … even if the exec is lateYou can brief the exec on stuff after the meeting

6 Use the pre-work

If you sent it … you must use it!

Follow the agenda … follow the agenda

Use the work you asked people to review

Seek feedback from your reviewers as appropriate

Make sure you have read your own pre-work

If you are not using it … do not send it out

Follow the agenda

7 End on time

End the meeting when you said it would end

You are obligated to respect the clock

End at the conclusion of your agenda

It’s OK to end early

Ask permission to add time if you are running long

Otherwise… end on time and schedule a follow-up

8 Say thank you

“A thank you goes a long way”

Everybody has a busy schedule ... acknowledge them

Everybody wants to be appreciated

Everybody likes a little humility now and then

Everybody works a little harder after a thank you

9 Follow-up

Follow-up on assignments and promises

If you made a promise follow-up

If you assigned a task follow-up

If you could not answer all the questions follow-up

If you aren’t sure they “got it” follow-up

If you didn’t “get it” follow-up

If in doubt follow-up

10Improve

Never stop improving

Practice your organizational skills for every meeting

Ask people “how the meeting went”

Learn from meetings you attend

Focus on making your meeting different

Learn multiple styles

RetroFit Communications

retrofitcomms@gmail.com

Los Angeles, Ca.

(310) 626-4312

Doland White

President, Founder