submitted by Margaret Noser
Attending meetings is the least favorite job requirement of every organization. However taking a few specific steps can make meetings more effective and less painful. Harvey Mackay, a well-known business advisor and author from Minneapolis, has provided some excellent tips to do just that. With his permission, I have listed his “Meeting Responsibilities” from a recent column in The Arizona Republic.* This column was focused on brief, one-topic business meetings but the basic ideas also apply to meetings with larger agendas.
Meeting Leader Responsibilities
- Set an Agenda. List the issues to discuss, review or decide. Your agenda should include firm starting and ending times, as well as estimates of time for each item under discussion. Time limits encourage people to be better prepared to discuss the subject at hand. They also demonstrate a respect for attendee’s other commitments.
- Start on Time. Don’t wait for latecomers. If someone is late, don’t go back and review what has been covered. Show that you value the time of the people who showed up promptly. In the same vein, end the meeting as soon as you have achieved what you set out to do.
- Appoint a “Referee.” The referee’s job is to keep the discussion on track and interrupt whenever the talk strays. New topics that arise should either be tabled until later or scheduled for their own meetings.
- Keep and Send Minutes. Someone other than the meeting organizer should take notes of the meeting. These minutes should record who attended, what was discussed, any agreements that were reached and all time and action items that were assigned–and who is responsible for them. That ensures that those who attended all have the same information. Minutes can be as simple as bullet points, assignments and timelines. Distribute minutes within 24 hours [or as soon as possible.]
Meeting Attendees’ Responsibilities
- 1…Be Prepared. Study the agenda…Spend time getting up to speed so you can anticipate where the discussion will lead, and get some ideas of your own ready to present.
- Keep Things Simple. … Make your points quickly and succinctly, backing them with evidence as necessary. Everyone will appreciate your efforts to keep the meeting moving forward.
- Ask Questions. Look for opportunities to ask pertinent questions….Don’t overdo it though. You don’t want to be seen as a pest who has to talk to be noticed.
- Collaborate. Don’t obsess about your own ideas. Listen to what other people have to say and build on their thoughts. Acknowledge that you’re leapfrogging off someone else’s contribution so no one thinks you’re trying to hog the spotlight or steal the credit. If the meeting time doesn’t allow for serious brainstorming, ask if another session might be scheduled.
- Volunteer. Be willing to implement the ideas and solutions that come out the meeting, even if they’re not your own. You’ll get a reputation as someone people can depend on to get things done.
*Reprinted with permission from nationally syndicated columnist Harvey Mackay, author of the New York Times #1 bestseller “Swim with the Sharks Without Being Eaten Alive.”
For tips on Minutes, see “Secretary” article.