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Making Meetings Work
We have all attended meetings that were boring, mindless and profoundly ineffective. Meetings don't have to be a waste of time. Rather, they can be productive if the leader or chairperson practices these five strategies and gets down to the business of running the meeting instead of being run by it. People will then leave the meeting with smiles, not frowns on their faces.
Introductions.
If people don't know each other, allow participants about 30 seconds to introduce themselves to the group. You can also have a quick progress update to allow everyone air time in the beginning of the meeting.
Ground rules.
Have participants agree on ground rules, or expectations for this particular meeting. These simple rules of the road, not only set the standards, but also are gentle reminders to those who are taking a different road or direction. Some examples are: "One conversation at a time," or "We will come to consensus on these particular issues," or "What is said in this room, stays in this room."
Parking lot.
When a non-agenda issue threatens to take over the discussion, stop the meeting and write, with permission from the group, this new issue on a wall chart called unfinished business. By doing this you acknowledge the item but don't address it immediately. Parking lot issues are discussed at the end of the meeting or at a later date.
Questions.
To structure an orderly discussion of each agenda item, ask questions that address these facets of an issue: What are the facts? What are the pros and the cons? What other options are there? Where should the decision be made...at the committee level or by the entire group? What might be the next steps?
Breaks.
People work better for longer periods of time when they are able to take short breaks, no longer than 5 or 10 minutes. Breaks are a good time to get feedback on the progress of the meeting or talk with people who have been antagonistic, disruptive, or unusually silent. It's better to take a break, take the pulse, and regroup then to doggedly push on despite a sense that the meeting is getting out of hand.
Marcia Zidle, the 'people smarts' coach, works with business leaders to quickly solve their people management headaches so they can concentrate on their #1 job to grow and increase profits. She offers free help through Leadership Briefing, a weekly e-newsletter with practical tips on leadership style, employee motivation, recruitment and retention and relationship management. Subscribe by going to http://leadershiphooks.com/ and get the bonus report "61 Leadership Time Savers and Life Savers". Marcia is the author of the What Really Works Handbooks resources for managers on the front line and the Power-by-the-Hour programs fast, convenient, real life, affordable courses for leadership and staff development. She is available for media interviews, conference presentations and panel discussions on the hottest issues affecting the workplace today. Contact Marcia at 800-971-7619.
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