Meetings are still a primary component for business success these days. Even with a lot of the technology obtainable, we still find that we are using up several hours a week in meetings. Meetings are a beneficial matter; they get people together where you are able to really talk to others. This permits you to build a relationship, discuss suggestions and stories that are not constantly regarding business. These kinds of conversations help create trust, likeability and a eagerness to work with others on company projects. In reality, they can be a means to building a successful team.
With all of that being said, meetings are sometimes viewed as a waste of time. They go over the provided time and can go off on never-ending points. Sometimes the only thing done is the need for more meetings. So what can be done to run a "brief", productive meeting? Start by thinking about conferences from two places of commitment: the first is the facilitator or particular person who called the conference (let's call that person the MC); and the other is the attendee/employee. Both have some guidelines which should be adhered to- simple business and professional behaviors and courtesies. However, these rules have to be clearly communicated and recognized by all members. It's difficult to play by the rules if you don't know them!
Let's begin with the policies for the MC. Most importantly, other than maybe the weekly staff meeting, the MC really should only set up a meeting if it's really essential. When you must have a conference, set the day, time and duration of the meeting. It's necessary to always establish a conclusion time for every meeting and to end on time!
Publish the layout ahead of time to give each person time to assemble their material for the meeting. The layout should clearly express the day of week, date, start and end time, and location of the meeting. Don't assume everyone one knows.
The list of items to discuss should have points of discussion that can be covered within the time set. A great deal of action items can start off the meeting off in a unfavorable tone since those attending will know if there are too many items to discuss. You will get more participation from people if they know they can count on the meeting running successfully and on time. Remember, the adult attention span in meetings is limited.
Ask only the employees who have to participate and who have something of value to bring to the discussion. Think of each participant's role in the conference. If you have somebody that will only be able to contribute to one action item, then focus on that one first. Excuse the person at the end of the discussion. They will thank you for your sharp recognition and appreciation of their work time.
Set the ground rules and stick to them. Be early and ready to begin the meeting on-time, even if everyone is not available. Don't go back and "catch-up" late comers. It's sloppy, irritating and poor business etiquette for them to be late. They can make their own plans after the meeting to get filled-in on what they missed. The only exception to this regulation might be if a senior level executive comes late and requests a review.
And as difficult as this might look, don't permit cell phones on the table or to be used while in the meeting. Unless your group is dealing in life and death situations, most text messages, emails and phone calls can wait until the meeting is ended.
Keep the meeting on track and concentrated on the agenda items. Off topic items and individual side-bar conversations only make the meeting longer. Assign someone to take notes so a follow-up of the actions chosen and action items still open can be published immediately after the meeting. This person can also assist in staying to the agenda and time. Every meeting needs a time keeper!
Policies for the requested employee are very easy. There is a reason your name was on the list, so be geared up for your part of the discussion and to make a contribution. Be on-time. This shows you value other peoples' time as much as you value your own. Focus while in the meeting and turn off your cell phone.
The "short" conference is achievable. It's going to take every person to try and do their portion and play by the rules. Everyone implicated will thank you for it!
Marla Harr is the founder of Business Etiquette International, and regularly offers office etiquette courses. You can follow Marla on Twitter @etiquetteusa or find out more about her classes by visiting www.actwelldowell.com.
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