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DEFEATING MEETINGS
Do you hate it when you frequently have to meet with someone who is always late? Maybe they rifle through their desk or bag, check their email, answer their cell phone or skip around on random topics during the meeting. These situations can leave you feeling you hav done something wrong, or the person you’re meeting with doesn’t think what you have to say is important. You may even think they are downright rude. What stinks the most? These people can really affect your day. They waste your precious minutes and can potentially ruin your entire schedule.
According to survey cited in Office PRO, Executives waste 7.8 hours each week in meetings. And consider this:if you earn $50,000/year, one minute is worth fifty cents. Waiting ten minutes for someone costs $5.00. If ten people at a meeting are waiting ten minutes for someone, that's $50.00. Remember that the next time you keep someone waiting.
With what little time we do have, it is crucial to make the most of our meetings. With that in mind, here are some time saving suggestions you can use to make meetings productive for everyone.
Prepare an Agenda
Highlight key points that need to be addressed in your meeting and predict how long each topic should be discussed. This will prevent the group from drifting off topic too long. (What do you think about adding something about a meeting timekeeper, who reminds everyone how they are doing on time?)
Send the Agenda Before the Meeting
This allows time to review the agenda before the meeting. It also reminds attendants when it is scheduled. It may be a good idea not to send it too far in advance of the meeting. You want the material to be fresh in their minds and you don’t want them to forget the meeting.
ALWAYS Confirm Your Appointment the Day Before
NEVER assume the attendants will remember.
Give a 15 Minute Buffer
Tell the attendants the meeting starts 15 minutes before the actual time. Sounds devious but if your time is important to you, what do you have to lose? There is generally 5-10 minutes of polite discussion before meetings – the buffer allows this to happen without cutting into the actual meeting time. For those that are chronically late, this can help you avoid frustration before the meeting even begins.
Be Picky About Where You Meet
Never meet in someone’s office. It is too distracting with phone calls, emails and interruptions. Meet at a neutral place with low noise, no other people, and no visual stimulation. If you have to rent a place for meetings, do it. It is well worth it to have everyone’s full attention.
Timing is Important
Don’t be afraid to ask the attendees when they feel the most productive. Try your best to get them when they are at their best. This ensures the meeting will be beneficial for all parties. Also consider your most productive time too. You don’t want to be the lame duck.
Consider the Attendees Attention Span
If someone has a short attention span, don’t schedule meetings that are two hours long. Break down your agenda into smaller bits. Who says a meeting can’t be a half an hour? Consider travel time if a meeting is going to be that brief. However, if you are focused, 30 minutes is plenty of time to accomplish many things.
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