What Every Manager Should Know About How to Conduct Successful Meetings

Do you announce a meeting and find either no one shows up on time, they come with their own agenda, or the meeting goes on and on? If this is true in your case, then worry no more.

Here are six steps to help you develop successful meetings:

1. Establish a realistic and specific objective. Ask yourself, "What do I want to accomplish?" or "Why am I calling people together at this time?"

Do I want:

* to solve problem(s).
* to inform.
* to orient.
* to gain feedback.
* to give feedback.
* to motivate.
* to reward.
* to buy. or
* to sell.

Next, decide the best mode to accomplish your objective. Decide which best suits your needs:

* a conference with panel(s) of speakers?

* a half-day workshop? Or a full-day seminar?

* a staff meeting that includes your immediate staff?

* a staff meeting that includes your department or division?

* a staff meeting that includes everyone from all levels of the entire organization?

2. Create a well-developed agenda. Review your agenda before announcing your meeting. Make sure it avoids:

* spending too much time on details technical subjects. (It puts people to sleep and does not communicate with them.)

* failing to specify the starting and ending times. (Employees need to know when to be there, when it is expected to start, and when it is expected to be finished so that can reschedule their other duties and responsibilities.)

* adding irrelevant topics. (Doing so only lengthens the meeting time and serves to anger people or put them to sleep.)

* having speakers or presenters who are known to ramble. (One of the surest ways to put your audience to sleep is to have a boring meeting with speakers or presenters who talk on and on. This is especially true in cases where the agenda covers technical or scientific material.)

* crowding the agenda with too many subjects. (It is better to have a question and answer period during the meeting than to try to cover everything.

Now review your agenda and make sure you have included:

* a chairperson or Master of Ceremonies to move topics along without rushing the presenters, or allowing them to ramble.

* general logistics before hand, such as restroom locations, break times, and telephone or walk-in interruptions.

* a priority system so that the most important topics or pressing matters are covered first.

3. Assign particular responsibilities. Be sure to select responsible people to carry out the responsibilities of your meeting. Also be sure:

* to match the topics and tasks with competent presenters.

* to give them clear, complete, and specific instructions including assigned time to complete their presentation.

* to gain the concurrence of your key participants.

* to have a clock in clear view of the presenters.

* to start on time, regardless. (This is perhaps the most important aspect of running a successful meeting.)

4. Establish a positive meeting environment. Take the time to plan your meeting. Perhaps the most important aspect to consider is the environment where you will hold your meeting. To insure its success, be sure you:

* create an environment that is conducive to effective communication.

* set start and ending times that are conducive to all.

* develop the environment around a theme.

* consider the objective of the meeting when selecting the room.

* consider decorating the room, if this is warranted.

* arrange and test the audio-visual support before hand.

* arrange the seating of participants and attendees, depending on the estimated number of attendees.

* arrange the seating plan for optimal effect.

5. Plan all the activities. Take the time to plan and plan again all the events, people, places, and things related to the objective and theme of the meeting. Be sure to:

* gather input where relevant.

* take notes where necessary.

* prepare adequate quantities of handouts.

* prepare to post adequately the announcement of the meeting along with its agenda, times, participants, and any other relevant information.

* prepare backup materials.

* prepare post-meeting evaluations, where necessary, and summary handouts.

Remember: When you maximize your potential, every one wins. When you don't, we all lose.

© Etienne A. Gibbs, MSW

PERMISSION TO REPUBLISH: This article may be republished in ezines, newsletters, and on web sites provided attribution is provided to the author, and it appears with the included copyright, resource box and live web site link. Email notice of intent to publish is appreciated but not required. Contact him at: executiveandgroup-consulting@yahoo.com when you use this article.

Etienne A. Gibbs, MSW, Management Consultant and Trainer, conducts lectures, seminars, webinars, and writes articles on his theme: "... helping you maximize your potential." He offers management, marketing, and parenting resources at his Maximizing Your Potential blog.

---

Why We Judge

Judgment is the process of forming an opinion of something... Read More

Innovation Management ? Producing Great Products, Motivation

Creativity can be defined as problem identification and idea generation... Read More

Dialogue vs. Discussion

Have you ever sat in a meeting where everyone is... Read More

Never Punish Yourself or Others for Failures

If you want to find success in various ramifications, be... Read More

Get Meeting off To a Great Start

When asked what part of their job they find a... Read More

Bullying and the Not for Profit Organisation

Where there is people there is politics! Bullying is now... Read More

The Power of the Contract in Performance Management

An essential step in managing the performance of salespeople is... Read More

The Red Phone - Management Consulting in 30 Seconds or Less

Modern business faces complex problems; management often calls upon highly-specialized... Read More

Cheat Sheet; Understanding The MSDS and Your Obligations In The Workplace To Employees

MSDS SHEETSMSDS stands for Material Safety Data Sheets. MSDS sheets... Read More

Employee Motivation - Access Their Unique Talents

Your people are invaluable to you. They are the lifeblood... Read More

Organizational Techniques - Tickler and Chron File

One of the biggest problems we encounter in our consulting... Read More

The Dark Side of Help Desk SLAs

You just signed a Help Desk Service Level Agreement (SLA)... Read More

Creativity and Innovation - Large Firms Versus Small Firms

There is a pervasive assumption that small firms are more... Read More

Medical Malpractice: Three Myths That Cost Your Hospital Millions

What's the use?Nothing you do will hold down the cost... Read More

Why and How to Work with a Consultant

A good consultant provides specialist abilities and experience, innovative ideas,... Read More

What You Should Know if People Dont Buy From You and People Dont Visit Your Web Site

It is essential to understand what work and what do... Read More

Ten Problem Solving Techniques

Do you ever need to find some good ideas, or... Read More

Innovation Management ? Innovation or Profit?

Creativity can be defined as problem identification and idea generation... Read More

Transform Any Business into a Go-Getting Power House by Working SMART

Probably as well known as SWOT, SMART turns goals, objectives... Read More

Business Opportunity - Leverage Your Employees!

As a business asset, they don't sit well on the... Read More

Project Management, A Forgotten Perspective

Effective project managers know how to get the job done,... Read More

Your Appraisal System Can Be Better ? Overcome These Nine Serious Failings

This article is directed at senior managers. As a senior... Read More

5 Interviewing Mistakes That Can Lead To Hiring The Wrong Person

Mistake #1: Going with the flowInexperienced interviewers sometimes fall into... Read More

Competencies for HR Professionals in Knowledge-based Industry with Reference to IT, ITES-BPOs

Introduction"High performing HR function affects bottom line nearly 10%"- A... Read More

Delegate or Die!

You Can't Do It All - Learning To DelegateThere is... Read More

Vampire Meetings and How To Slay Them

Meetings can be like mythical vampires ? sucking the life... Read More

Whatever it Takes!

I have a sign on my office door. It pretty... Read More

The Diamond Cutter

Geshe Michael Roach is a Princeton graduate and a Buddhist... Read More

Innovation Management ? Good Leadership

Creativity can be defined as problem identification and idea generation... Read More

Problem-Solving Success Tip: Whatever You Do, Do It on Purpose

Decision-making shows up throughout the problem-solving process. The decisions may... Read More

Argue Your Way To Business Success

"Jack" (not his real name) is a vice president of... Read More

Business Innovation ? the Value of Work Processes

Creativity can be defined as problem identification and idea generation... Read More

The Art of Motivation and Need Fulfillment

Industrial/clinical psychology and applied psychiatry have made tremendous strides in... Read More