Here are ten things you can do to run more effective meetings.
1) Avoid meetings. Test the importance of a meeting by asking, “What’s going on?
without him?” If your answer is, “Nothing,” then don’t call the meeting.
2) Prepare objectives. These are the results you want to get at the end of the
meeting. Write down your goals before meetings. They should be so clear
complete and specific that someone else could use them to conduct your meeting.
Also, make sure they can be accomplished with the people, resources, and time available.
Specific objectives help everyone to be efficient towards relevant results.
3) Challenge each goal. Ask: “Is there another way to accomplish this?” For example, yes
If you want to distribute information, you may find it more efficient to phone, FAX,
mail, email or visit. Realize that a meeting is a team activity. Save tasks that
they require a team effort for their meetings.
4) Prepare an agenda. Everyone knows that an agenda leads to an effective meeting. Still,
many people “save time” by not preparing an agenda. a meeting without
agenda is like a trip without a map. It is guaranteed to take more time and produce
less results. Keep in mind that without an agenda, you risk becoming someone else’s helper.
(see tip #6 below).
5) Inform others. Send the agenda before the meeting. That helps others prepare for
work with you in the meeting. Unprepared participants waste your time preparing
for the meeting during the meeting.
6) Take over. If you find yourself in a meeting with no agenda, walk away. Yew
You must stay, prepare an agenda at the meeting. Compile a list of problems, identify
the most important, and work on that. When you’re done, if there’s time left, select the
next big thing. Note: You can use a meeting without an agenda to
recruit help for your projects.
7) Focus on the problem. Avoid unrelated stories, jokes, and topics. Although
entertaining, waste time, distract attention and deceive others. save the fun for
social occasions where it will be appreciated.
8) Be selective. Invite only those who can contribute to achieving your goals for the
meeting. Crowds of observers and supporters bog down progress at a meeting.
9) Time budget. No one would spend $1000 on a 10¢ pencil, but they often spend
40 employee hours on trivia. Time budget in proportion to the value of the issue. For
For example, you might say, “I want a decision on this in 10 minutes. That means
evaluate it for the next 9 minutes, followed by a vote.”
10) Use structured activities in your meetings. These process tools keep you in
control while ensuring equitable participation and systematic progress toward
results.