Managers often find themselves leading staff meetings. They are known for not doing it well. A much appreciated skill is the excellent management of meetings. They should be short, well organized and productive. Here are some suggestions on how to do this:
START ON TIME
You need to be there before the meeting starts. Be ready with everything you need. Then start exactly at the time set for the meeting. Those who are not there will realize that they need to change if they want to please the boss. You must do this every time. Be consistent. It is helpful to have the meeting at the same time and on the same day.
HAVE AN AGENDA
Circulate the agenda well before the meeting along with any papers attached. Make it clear during the meeting that you expect everyone to read the papers and be prepared for the topics to be discussed. If there are those who need to report on an action, make sure they are ready by calling them a day before the meeting.
TAKE CONTROL OF THE MEETING
Follow the agenda. Monitor the time spent on each item. Take into account that sometimes interesting information emerges that needs to be discussed. At the same time, gently stop anyone who wants to discuss last night’s football game. Don’t allow any cell phones to ring during this time. At the end of the scheduled items you can ask if there are any other matters. If these topics can be discussed relatively quickly, go ahead. If the topic is complex tell the person to put it on the agenda for the next meeting.
END THE MEETING ON TIME
This will be much appreciated by everyone who believes that meetings are mostly a waste of time. You should order coffee and cookies ( or something else) to enjoy after the meeting. This allows for a relaxed time when the football game or other matters can be talked about.
- START ON TIME
- BE WELL ORGANIZED
- END ON TIME