In his fantastic book, “Read This before Our Next Meeting” Al Pittampalli puts it this way: in hospitals, if they ran the operating room, like most companies manage their meetings, the patient would die almost every single time . We need habits for highly effective meetings, here are six tips that will take you from good to excellent.
#1 Each meeting must have a leader and a scribe.
The leader sets the agenda for the meeting. The scribe takes notes and reports on what was said, promised, and is coming.
#2 Send agenda together with your meeting invitation
The agenda for a meeting and you better have a need to go out when you invite others to participate. This not only puts their expectations, but also gives them the chance to politely decline your meeting if it’s not of their interest.
#3 Make decision
Meetings are all about the decisions, not dumping information. That’s what email is for. You can make notes, PowerPoint presentations, all other information before a meeting, then come to the meeting and make any decision or, hopefully, to enforce the decision or debate about the decision .
#4 Keep meeting time short
Meetings should never be longer than 45 minutes. Let me say that again, it should never be more than 45 minutes. When planning a meeting for two hours, you will take two hours, but most of it going to be filler. Research indicates the meeting is to average only 45 minutes when you survey people to determine excellent return on investment, return on time.
If you want to give presentation, keep it short (less than 20 minutes long)
#5 No gadgets allowed at the meeting
No gadgets should be allowed at the meeting, not even your iPhone or iPad. When you take notes on paper. When people take notes on cell phones or laptops or Tablet at a meeting, for the speaker, it sounds like you’re not paying attention.
#6. Action items
The last five minutes of a large meeting is devoted to the list of action points and recording who promised what. Because the promises are important. They are how we build our brand and the organization and getting things done, and as Mark Twain likes to say, “Promises must be treated like babies crying in a crowded theater, they must be made to time. ”