7 Myths That Make Meetings Miserable

Myth 1: Executives belong in meetings.

Although the demands of business cause executives to attend more meetings than other professionals, executives need to avoid meetings. Top management is responsible for vision, strategy, plans, and communication. That means executives should spend most of their time thinking, learning, planning, and communicating. Inefficient, ineffective meetings waste the time of the company's most valuable employees.

Better: Ask probing questions when invited to make sure that your presence will add value. For example, "What are your goals for the meeting?" "How will I contribute to achieving those goals?" and "How can I prepare for the meeting?" After all, you want to contribute to an effective meeting if you decide to attend.

Myth 2: Holding a large meeting is impressive.

Actually, holding a large meeting is expensive. It can also be impressive if it is conducted properly, which means that it will be as small a possible.

Better: Invite only those who can make meaningful contributions. The likelihood of holding an effective meeting diminishes with groups larger than ten or twelve.

Myth 3: Structure inhibits spontaneity.

This is true if your goal is to obtain random outcomes over infinite time. While this may occasionally produce spectacular results, such as winning a lottery, you can achieve predictable results faster by applying structured activities. These help people make methodical progress toward results. Otherwise, the group is attending a party, instead of working in a meeting.

Better: Use structured activities to keep you in control of your meeting and make progress toward results.

Myth 4: People are too busy to prepare agendas.

Since there is always time to repeat a task, fix a problem, or make an apology, there must be time to take the steps that avoid such dilemmas. Overall, preparing an agenda saves time and money.

Better: Prepare an agenda or, if you are too busy, ask someone to do it for you. Then send the agenda to the participants so that they can prepare for the meeting.

Myth 5: Minutes are unnecessary.

This is true for any meeting where people wasted time producing nothing. Effective meetings produce results that are worth documenting. Minutes serve to track action items, record decisions, and inform others. If you are planning a meeting with no results worth documenting, ask yourself why that meeting is necessary.

Better: Record key ideas, agreements, and action items during the meeting. Then convert these notes into minutes.

Myth 6: Meetings should last a long time.

While this may be true for some meetings, most meetings can be conducted in less than an hour. Long, casual meetings lull people into lethargy. In general, people are able to focus on a task for 30 to 60 minutes. Then their attention fades and they take mental holidays to think about other things.

Better: Plan meetings where you spend time and resources in proportion to the value of the results. That is, an effective meeting should be designed to earn a profit. Also, plan short breaks every 50 minutes.

Myth 7: The effectiveness of meetings is a low priority.

This is true if you seldom hold meetings. Of course, if you have more than two employees, you need meetings to make decisions, reach agreements, and develop solutions. Effective meetings are a critically essential activity in running a business. They harness the combined wisdom of your staff to invent products, increase sales, improve productivity, plan strategies, and create success.

Better: Learn how to plan and conduct meetings that make your business a success.

Certified professional facilitator and author Steve Kaye helps groups of people hold effective meetings. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. And his books "The Manager's Pocket Guide to Effective Meetings," "Meetings in an Hour or Less," and "117 Tips for Effective Meetings" show how to hold effective meetings. Call 714-528-1300 or visit http://www.stevekaye.com for dozens of articles, tips, and ideas.

---

Media Training 101: Where To Look During A Television Interview

Ever had that uncomfortable feeling of not knowing where to... Read More

Chairing A Meeting The Most Effective Way

How many times have you attended a meeting where the... Read More

Audience Respect

One of the biggest mistakes most presenters make is in... Read More

How to Prevent Presentation and Speaking Disasters

I just got back from my whirlwind speaking engagements and... Read More

Coaching Tips for Powerful Presentations

Tip #1 The purpose of your speech is to get... Read More

Let Me Tell You a Little Story

Once upon a time there was a businessperson who had... Read More

Practice Makes Perfect ? 7 Tips for Making the Most of Your Presentation Practice

Believe it or not, preparation is a better determinant of... Read More

Handling Questions with Authority

At some point in your presentation you will be expected... Read More

Rise Above Cattiness

Cattiness is something no one ever wants to be accused... Read More

The Missing Link in Presentation Skills Training

Imagine you are the most amazing figure skater who ever... Read More

Improve Your Bottom Line with What You Say

When was the last time you thought about what you... Read More

Watch Out For Power Thieves

"I'm not an expert on this topic, but . .... Read More

Being Real From the Platform

"Let it be known, no person, thing, or situation... Read More

Presentation Skill Mistakes

Last week my husband and I attended an awesome 4... Read More

Close Deals in Record Time!

Remember back when the ability to create a slide show... Read More

Ten Tips on Using Flip Charts and Whiteboards

Flip charts are so common that we all think we... Read More

Media Training Tips: Maximising Your Media Moment

Media training is a 'must do' professional development program for... Read More

Networking: How to Network Within Your Organisation

Although there are any number of different networking groups and... Read More

Tech Tips: PowerPoint Keyboard Shortcuts for PowerPoint Slide Shows

Whether you use a mouse or a remote control to... Read More

Steps to a Successful Audience/Trainer Relationship

A major cause of trainers being unreceptive to their audience... Read More

10 Tips For Bringing Your Event To Life

Your job as an event planner doesn't stop with the... Read More

Super Preparation ? Keys to Getting a Great Start to Every Presentation

Super Preparation ?Keys to Getting a Great Start to Every... Read More

Four Different Ways People Process Your Information

There are four different ways that audience members assimilate information.... Read More

Choosing a Company Shirt vendor

Where can you choose a company shirt vendor? There are... Read More

Create A Better Impresion With Your Emails

How do you come across in your emails?As I receive... Read More

Leaves Your Audience Hungry For More! -- Presentations That Get Results

Regardless, if your goal is to make a sale or... Read More

Winning The Big Pitch - The 7 Deadly Sins Of Business Presentations And How To Avoid Them!

Are poor presentations costing you business?The ability to deliver a... Read More

Planning a Group Meeting

CHARACTERISTICS OF AN EFFECTIVE FACILITATOR: As chairperson, focus on the... Read More

Clear Communication: The Benefits and How to Achieve Them

Communication is a complex and often difficult process for both... Read More

Using Your Audience to Your Advantage

Regardless of what response technique may be convenient in a... Read More

After the Speech

Usually the emphasis on making an effective speech is what... Read More

Top 6 Reasons Why You Need a Remote for PowerPoint Presentations

A top complaint from audience members is that many presenters... Read More

How to Chair a Meeting

You don't have to be on a stage to be... Read More