Conducting productive, time-aware meetings requires, as with many projects, requires measurement. Defining the time for each presenter with objectives can result in useful future action items.
A objective facilitator, who can keep the meeting moving, a separate time keeper, and scribe or note taker, can give the team participants added freedom and expand the flow of information.
Additionally, some companies use the digital phone system to record the entire meeting for missing participants. This digital file can then be downloaded to one of the myriad existing digital devices for review on the way home.
It is useful for the participants to agree on the objectives of the meeting. Though an agenda should be sent prior to the meeting with scheduled presenters, and time allotment, up to date events can alter the course of the meeting, or sometimes negate it entirely. Agreement from all the participants can facilitate adherence to the schedule.
It is useful for the participants to agree on the objectives of the meeting. Though an agenda should be sent prior to the meeting with scheduled presenters, and time allotment, up to date events can alter the course of the meeting, or sometimes negate it entirely. Agreement from all the participants can facilitate adherence to the schedule.
If a meeting is longer than an hour, schedule a short break, stating the meeting will resume in five or ten minutes from either the clock time, or the facilitator's watch. Begin exactly at the five or ten minute mark. Stragglers have made their decision to be late.
Example of an agenda:
- 10 minutes - Networking
- 5 minutes - Meeting Kick-off/ Objectives Review /Team Agreement.
- 10-15 minutes - Objective/Problem #1 - Repeat for additional Objectives
- 10 minutes -Review Action Items and Assigned Personnel
After the meeting send out a summary of the meeting and action items. The summary does not need to contain all the text of each 15 minute discussion, just the results.
Discussion Summary Example:
- Team discussed whether or not to use the Windows versus Mac laptops
- Results: The team has agreed on using the Windows platform for most of the team, with 2 Mac laptops designated for the graphics designers
Action Item Example
- Follow up on purchase order for 5 windows laptops and 2 mac laptops. Due Date: 5/8/09. Assigned: MD.
Adhering to a schedule, and consistently following the practice in all meetings, will produce an increased level of confidence in the productivity of meetings.
