Conducting Effective Meetings

WHAT: Meetings are a fundamental and essential feature of organizational life when it comes to coordinating action that leads to business results. Whether face to face or virtual, meetings can still be one of the most efficient and effective means of communication among individuals, team and business units. That being said, sometimes deciding not to meet may be the best use of everyone’s valuable time. In order for meetings to be effective, they must be properly planned, structured and managed.

WHY: Meetings, if mismanaged, can result in an experience that leaves the participants frustrated with the waste of their time and resources as well as so little in the way of progress or results.

WHEN: Every time a meeting is required.

 

A note to meeting invitees…

 

When you receive a meeting invitation, don’t automatically accept. Give some consideration to the following:

• Will attending be a valuable use of your time – if you need more information to determine this, ask the sender for more details.

• Are others from your team invited – if so, ask them to update you.

• Is this an opportunity to delegate to a member of your team – if so, delegate responsibility.

• Is the time allotted for the meeting reasonable given the agenda items – if not, suggest an alternative length.

 

• REMEMBER. If an hour is scheduled for the meeting, chances are the hour will be filled up with other less valued-added activities.