Do you dread meetings? Does it feel like your whole day gets sucked into a vacuum of unproductive chaos? Do you HAVE to invite attendees that argue, side track, monopolize or drone? Well as a manager it is up to you to correct this (even if it is your boss!)
I've certainly been part of the above scenarios. There were times when I would call a meeting to discuss a feature set and I knew it would turn into a technical design meeting. This was so frustrating. I had a reason to gather the team together to discuss the new features, tech talk about how to do it wasn't part of my agenda - it would stall the march to progress. Did you catch the key? agenda
How many times does someone take the time to prepare an agenda? It doesn't have to win a Pulitzer Prize, it just needs to be done. The agenda needs to explain what this meeting is about. I've been asked ad-hoc to attend a "quick meeting". These "quick meetings" go on and on and little headway is ever made without a plan. I started asking the person requesting my time to send me the topic and a break down in email. I'd print it out and bring it with me. All I can say is that right away a psychological impression was made by my just putting the "agenda" in front of me for all to see. When things started to go off track I would pick it up and make a big scrutinizing face while I "looked" for the topic that was being discussed. If you stop reading right here, then you are way farther ahead than most!
Aside from preparing an agenda (remember, doesn't have to win a literary award, but effort is always appreciated) is timekeeping. Think back to when you were last networking with someone who could provide a job or service to you. You may have asked for 10 or 20 minutes of their time and then at the end of that you said "thank you, I want to respect your other commitments and I see our time is up" (what a terrific impression). Well, why not have that respect for everyone in the meeting room? I want to hear "we love Brian's meetings!". Well, if you schedule an hour meeting make sure it is an accurate estimate. It is like estimating development work. You've already set the meetings topic and broken it down into bullets, so before the meeting invite is sent out, assign time to each section. No guessing how long to schedule anymore. When folks see times on the agenda they will immediately understand your intention to respect their time and everyone else's. Also it sets you up for some easy phrases that'll keep you on track!
So, we have prepared an agenda that includes time limits for each section. We have added up the time and sent a meeting request for the necessary amount. Our attendees have read the agenda and feel a respect for your sense of purpose. Now you have gathered at the appointed time. Well, if you needed the projector set up or white board cleaned YOU SHOWED UP EARLY! After everyone sits down reiterate that you have an agenda. It can be as easy as "Thank you all for showing attending. I want to get started right away because I know how busy you all are." Then lay out the topic for the meeting (it should be on the agenda for 30 seconds). "I only gave myself less than a minute to set the stage, so here is why we're here...". Your attendees now know that you mean business. If things start to go off topic throw in a "I knew you were going to find some interesting discussion points that aren't on the agenda. I've made a note and will schedule a follow-up to go into that, but we've only got 5 minutes left on this bullet, so I have to bring it back in". Come up with your own or share them as a comment to this post, I'd love to hear them.
Finally, you have to set a culture of efficiency and respect. Make it clear that everyone is to show up on-time. All attendees are expected to review the agenda and any attachments before hand. HOLD ON: that last one means that the meeting creator has to give busy people time to review. Stop ambushing folks - they hate that! We all know that ad-hoc meetings are necessary, but even brainstorming sessions can be structured read about these guys: http://www.ideo.com/ They've made it a science
This is my suggestion. A) agenda B) time limits C) respectful redirecting D) cultural expectations. Like I said, easy.
Good luck and let me know,
Brian
http://brianleblanc.net
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