#24 Management Series - Take charge of your meetings

Thursday, June 4th 2009 @ 6:45 AM

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We all attend meetings and have mix experiences.  Do we understand what it really takes to lead an effective meeting.  Well if you are not sure or curious, here are some guidelines.

First of all, managing team/business/social meetings can be a minefield if you are not prepared and have considered all aspects of this meeting.  So here are a few important points to remember:

• Determining the purpose of the Meeting: . Why are you having the meeting and want you want to accomplish?
• Who needs to attend the Meeting: who are must haves and who are optional attendees.  For example, people who are impacted by the decisions taken in this meeting should be inviteed!
• Meeting environment and Logistics: Conduct your meeting in a location where you and the team members will not be disturbed. Make sure all the equipment, if you are using any, works. Do this before the meeting begins. And if you need any supplies or refreshments, make sure they are also there before the meeting begins.
• Meeting starts on time:  You want to send a message that everyone's time is valuable. You never want some team members waiting for other team members. A mistake that is often made is starting the meeting when someone important arrives late.
• Meeting Agenda:  Agenda prepared in advance and distributed is suggested. Each agenda item should have a time frame assigned to it, and it is important to stick to that time frame. When somebody wants to discuss something not on the agenda, this is placed on the parking lot and discussed at the end of the meeting if there is time.
• Controlling the Meeting: Make sure the meeting is running smoothly. Address any difficult or challenging participant behaviors by referring to the norms.Encourage everyone to participate and create an environment where this can happen. 

Feedback welcomed....