Productive Meetings!

Why is it that so many people HATE going to meetings?  Is it because they despise their boss or barely tolerate their co-workers?  Is it that the coffee is really that bad?  Probably not.   It can usually be summarized in 5 key areas:

• No goal or written agenda
  
• No meeting minutes taken
• No clear define action items
• Often ends up in an argumentative state
• Often ends up with 2 key players monopolizing the table

So what can you do for your business to make sure your meetings are valuable, productive and not dreaded?

Take the time to clarify exactly what the focus of the meeting is.  Is it necessary to hold a meeting to discuss the new color of copier paper?  Not exactly.  So make it relevant, concise and goal oriented from start to finish.  Ask yourself the following questions:

• What information or input are we looking for?
  
• What solutions or output are we looking for?
• What processes are required?
• What skills, capabilities, resources are required?
• Does the written meeting agenda reflect all of this?

Having a clear idea of what you are hoping to achieve will help keep the group focussed  and will allow you to hold shorter, more productive meetings.  During the meeting, be sure to assign clear duties such as:

• Discussion Leader - their job is to keep the discussion on track & solicit consensus
  
• Minute taker/Scribe - writes down all output during meeting, tracks action plan with who/what/when targets, then  distributes meeting minutes to all involved within 24 hours.  

As the meeting leader, your job is to maintain proper filing of your Meeting Agenda and Meeting Minutes for any future follow up or action item variances and accolades.  Knowing who is doing what in your organization at all times also helps you achieve greater results and allows you to give credit where and when it's due!