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Organizations can't do without meetings but they can't do with too many meetings either. Raise questions about your current meeting process and see if you can make them more efficient!
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7 MYTHS ABOUT MEETINGS- Busted -
A Melissa J Choo presentation
#1 Meetings are NECESSARY
THE FACTMeetings incur hourly COSTS to the organization
But we often FAIL TO QUESTIONAre those issues which cannot be handled effectively outside a meeting? Will the meeting add value?
#2 A ROUGH AGENDA will suffice
What’s the PURPOSE of the meeting?
Brainstorm?
Solve problems?
Make decisions?
BUT
What do you want to ACHIEVE at the end of the meeting?
Great ideas?
Solutions to problems?
Decisions?
#3 Meetings should try to cover as MANY TOPICS as possible
Instead of frantically LISTING meeting topics..
Start with a CLEAR SCOPE
LIMIT agenda items Focus on achieving a
CLEAR OUTCOME
#4 LONGER but less frequent meetings are more effective
This leads to INFORMATION OVERLOAD.People work more effectively over short periods of time.
Plan SMALL MEETINGS that focus on
one or two issues.This allows you to match experts
with issues for more productive
meetings.
#5 There is no time for THOROUGH PREPARATION
People are TOO BUSY meeting OTHER DEADLINES. Preparation for meetings becomes a lower priority.
Nonetheless, BUY-IN comes from a convincing pitch.People expect to be IMPRESSED.
If presenting at a meeting, REHEARSE BEFOREHAND.
TEST YOUR DEMO more than once. If you discover FUNCTIONAL GLITCHES..
There’s time to FIX IT
In addition..Always have a BACK-UP PLAN..
Especially one that is equally likely to
IMPRESS
#6 Answer questions SPONTANEOUSLY
You’ll want to avoid the embarrassment of not having the answers or appearing DUMBSTRUCK
ANTICIPATE questions,PREPARE the answers &ANSWER with FINESSE
#7 Going through MINUTES is unnecessary
Minutes TRACK action items, RECORD decisions & INFORM others
They can be an important point of REFERENCE..
RECORD KEY IDEAS, AGREEMENTS &ACTION POINTS
Go through FINAL MEETING MINUTES & COMPARE what was written to what you have
recorded
Check that all ACTION POINTS & TASK LIST with people responsible & timelines are
accurate
All images from www.flickr.com
Thank You!Leave a comment or get in touch to discuss!
A Melissa J Choo presentation