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.

---

Let Me Tell You a Little Story

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

Presentation Paranoia

"The human brain starts working the moment you are born... Read More

Quick and Easy Rehearsal Tips

Never rehearse at the last minute. This creates undue tension... Read More

How To Make Your Best Ever Presentation

The most important tip...EVER!Make sure that you always think of... Read More

Public Speaking Training Tips For Better Business Presentations To Culturally Diverse Audiences

Audiences around the world are all different. Cultural, social and... Read More

Grand Opening: The Key To Great Presentations

Whether you are speaking in front of a civic group... Read More

Choosing the Right Work Shirts for Your Small Business

Company attire says a lot about your business philosophy to... Read More

Present Your Message with Power and Pizzazz

If you're ready to kick your career or business up... Read More

Improve Your Bottom Line with What You Say

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

Guidelines for Rehearsal Criticism

It is both good planning and considerate to provide auditors... Read More

A Discussion about Facilitation Skills

Interview with Julia Apple-Smith, Manager of Employee Development at Sauer-Danfoss... Read More

Speech in Business

The social skills of a small businessperson, franchisee, independent contractor... Read More

How to Make Good Use of Your Web Conference Session

Preperation is vital when conducting a successful videoconference session. Thus... Read More

Painless Presentations

Did the "Painless" part of the title get your attention?Speaking... Read More

Top Ten Tips For Better Business Presentations To Asian Audiences

Audiences around the world are all different. Cultural, social and... Read More

Tech Tips: PowerPoint Keyboard Shortcuts for PowerPoint Slide Shows

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

Writing The Query Letter

The query letter is simply a business letter that serves... Read More

Develop The Winners Edge Through Conversational Hypnosis

Communication is vital for survival in an age of information... Read More

Sharpening Your Presentation Skills

Regardless of the nature of our job or social standing,... Read More

Chairing A Meeting The Most Effective Way

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

Cross Cultural Presentations

The international flavour of many people's jobs naturally means that... Read More

8 Ways to Improve Your Presentation Skills

8 Ways to Improve Your Presentation Skills 1. Join Toastmasters.... Read More

Dump that Overhead Projector!

What is it about overhead projectors that causes us to... Read More

The Relationship between Information Sender and Receiver: The Art of Communication

For communication to take place, a message must be transmitted... Read More

Is Now Really the Time to Hire a Professional Speaker?

Since the events of September 11th and the economy slipping... Read More

Dump Your Speeches For Leadership Talks

The CEO of a worldwide business asked me to help... Read More

Choosing a Company Shirt vendor

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

Ancient PowerPoint Secrets: Ask Your Grandma!

Yes, there are ancient PowerPoint secrets...secrets your grandmother knows and... Read More

Preparation for Your Presentations

(Excerpted From the Jim Rohn Millennium Weekend Event)Persistence in your... Read More

Kvetching Behavior and How it Hinders Success

Kvetching is the Yiddish word for complaining, hand to the... Read More

Plasma Screen Hire ? What Do You Need to Know for Presentations

How many people will need to see the screen? A... Read More

The End is the Beginning

People remember best what you say last. In a presentation,... Read More

Fading into Sameness: How Too Many Slides Can Ruin Your Presentation

"I have a love/hate relationship with PowerPoint. In the right... Read More