ExecMagazine

People continue to be at the core of many businesses. Your team must collect information, make decisions, and work together — so its often important to have meetings to get the work done’. But without careful planning, meetings can quickly become a waste of time, energy, and your best resources — your staff! The following tips can help to focus meetings and get better results at work.

1.     Write down the outcome. Write down the action or decision that needs to happen. Don’t ever plan a meeting without a written goal.
2.     Ask if a meeting is the best way. Once you have a written goal, it becomes easier to decide if a meeting is needed. Would a phone call work? How about an email? Don’t plan a meeting unless it is the best way to accomplish the goal
3.     Only invite the right people. Too many meetings waste the time and attention of people who don’t directly affect the outcome. Team bonding is important, but holding large meetings simply to promote the team’ is a waste of company time. Respect your fellow workers by freeing them from pointless meetings.
4.     Work from an agenda. Meetings should have a beginning and an end. Work from a focused agenda to make sure that the discussion that is taking place helps accomplish the outcomes you have determined. Don’t plan a meeting with multiple topics, instead have short focused meeting agendas.
5.     Stop run-away meetings. Every 5 minutes ask, “Are we getting closer to the outcome?” — If not, refocus the meeting and get back on topic. Once the outcome has been completed, end the meeting quickly. Don’t wait until the end to make a decision — a meeting ends as soon as the decision or outcome is reached.
6.     Create a parking lot for new ideas. Meetings can often open discussion on subjects that are off topic’ and not part of accomplishing the written outcome. Don’t dismiss these potential topics, but collect them in a physical notebook, list, or other document. Review this list once or twice a month to see if other topics require action or further discussion.
7.     Master the 26 minute meeting. Outlook will default to 1 hour meetings. With travel time and small talk, many work days become a string of endless meetings. Start scheduling smaller meeting that get to the point. Schedule phone meetings to save both time and fuel spent traveling.
8.     Meet with yourself. You may be the best person to accomplish an outcome or make a decision. Schedule time to accomplish your goals with undivided attention.

Author: Josh Brammer
Josh Brammer is Operations Director at SpinWeb. His background includes media design, video production, strategic planning, and organizational productivity. In his spare time, Josh enjoys his family, good films, reading, throwing a frisbee, and quad espresso macchiatos. Contact Josh at josh@spinweb.net or 866.SPINWEB x2200.