For example, you should have a Tier 1 contact list that contains only the Tier 1 technicians and their supervisor. You should create your own group contacts so you do not have to enter in everyone’s name, if it is a meeting with more than just a few people. If some key players are not able to make the requested time, set up another time that works best for everyone. Think about who needs to attend, and who might want to attend (you can cc those people). This is normally done through Outlook or whatever e-mail exchange server you are using. If you are holding a meeting, here are 17 fundamental techniques to follow: You need to know what to do before, during, and after a meeting to produce results. You may find that you can accomplish the meeting goals with just an e-mail or quick conference call.Įven though meetings are extremely important, ineffective meetings not only stops normal everyday workflow for little gain, it also affects employee morale. You need to make the right decision when and when not to hold a meeting. Meetings can be very productive, but they can also be a waste of time. The meetings can be anything from a quick follow up with a couple of employees, to a formal PowerPoint presentation to upper management. One thing that is for certain, you need to be prepared. Respect your colleagues by starting on time.Part of being a manager is holding meetings. Delayed meetings early in the day can lead to a cascading effect that impacts everyone’s schedule for the rest of the day. There are countless reasons that meetings start late, but it happens far too often. Taking notes should be a shared responsibility. And for heaven’s sake, don’t exacerbate gender stereotypes by asking the only female in the room to be the notetaker. This is particularly helpful for people who speak different primary languages as reading what was said will complement what they thought they heard.įor recurring meetings, I use the same Google Doc, with the newest notes and agenda at the top that way, people can scroll down to see the history of what was said and decided. Instead, take notes collaboratively, using Google Docs or some other shared document editing platform to ensure that everyone is literally on the same page. Having everyone take their own notes can lead to confusion because each attendee may hear different things. Introverts like me will thank you we tend to prefer structure over surprises. Include an agenda in the meeting invitationĪn agenda lets people mentally prepare for the meeting instead of thinking on their feet. Declare what type of meeting you’re havingĪre you informing, brainstorming, deciding, or something else? If you’re clear about the meeting type, you won’t have people brainstorming in the middle of an informational meeting, for example, where decisions have already been made. There’s no sense in holding a meeting only to do it all over again when everyone is available. Most importantly, if essential decision-makers or stakeholders can’t make it to your meeting, consider rescheduling it. Less is more when it comes to meetings: Jeff Bezos’s two-pizza rule is wisdom to live by. For those who want to attend but won’t add value, offer to send the meeting minutes. If they don’t have a role, or if their role is served by someone better suited, don’t invite them (chances are they’ll thank you). Ask yourself why each person is there and what their role is. After all, meetings are expensive, and those with too many attendees often aren’t productive. Is it because you always have it? Is it necessary, or has it outlived its usefulness or purpose? A canceled meeting is much better than one that wastes everyone’s time. Ask yourself why you're having the meeting We’re always on the lookout for ways to improve the value of the meetings we host. It is a popular topic of the podcast I co-host with my Red Hat colleague and friend Gunnar Hellekson, who shares my passion for smoothly run meetings. Optimizing your meetings is one of the easiest ways to have a positive impact on your teams and even your entire organization. Over the years, we’ve all spent hours in meetings – some good, but too many time-wasting, confusing, or even downright ugly.
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