Do you hate the thought of another meeting….. Well we found this amazing article on http://www.better-leadership.com and we want to share the info with you!
Now every meeting you have in The Hub Newry will be as great as it should be 🙂
Seven Tips to a Great Meeting
… making a regular meeting into a GREAT meeting
by Katie K Snapp
7 TIPS to a GREAT MEETING
Tip #1 – Prepare upfront
The 7 Tips in DETAIL
Tip #1 Prepare upfront
Is the meeting for:
- – problem solving
- – idea generation
- – clarification of an issue (question and answer or briefing)
- – information sharing
- – progress assessment (including team health assessment or how-goes-it)
- – combination of the above
If the meeting is justified, then start listing those folks that MUST be there (called Tier 1 people), then those that would be helpful (Tier 2). Consider overall attendance numbers and limit where you can.
Refer to the agenda template for other considerations, such as resource material needed and location.
Like most of the world, you probably attend meetings often, so your preparation should consider pitfalls of poor meetings and ways to make the time most worthwhile.
Tip #2 Build an agenda
(use a great template)
If you avoid doing an agenda at all because you do not want it half-assed, then I encourage to do it half-assed.Yes, I just said that. –> A thrown together agenda is BETTER THAN NONE AT ALL.
Tip #3 State your expectations
- I want your concerns voiced
- Look for a win-win in this discussion
- Remember to respect each others’ opinions on this
- I am encouraging far-fetched thinking
- Let’s find a way to push through the past barriers we hit
- I am willing to be wrong on the way we have done this in the past
See effective meeting management.
Tip #4 Stay on track (or … know how to check for deviation)
This requires some strong facilitation skills and perhaps some interrupting. Advice to you: get comfortable doing that too.Read advice on keeping a meeting effective.
Tip #5 Deal with the personalities
|Participant Behavior in Meeting||Try This|
|Outspoken||Acknowledge this person. Draw attention to him.
Then incite opinions from others around the room.
|Sniper (Negative Ned)||Capture the sniper’s issues on a chart on the wall. This sometimes shuts him up because it looks like you have legitimized his issue and it becomes moot to re-argue.|
|Hidden Agenda||Be adamant about expected behaviors. State the obvious when you see his hesitation or un-stated issue. Bring it all out in a diplomatic way, ready to face it head-on.|
|Chatty with a Neighbor||Set a groundrule for no side-bars (side conversations). Manage the meeting firmly to it.|
|On-and-on Talker||He cannot state something briefly, so you must become comfortable with interrupting. This can be done gently, or better yet, use the “timeout” signal to jump in.
Usually the group is behind you when you go out on a limb like this.
|The Know-It-All||Use this person to your benefit by acknowledging what you think was good about what he said. Then quickly pose a follow-on question for the rest of the group to answer. You may say something like “Jim has a good point about this. Let’s hear from the rest of you.”|
Tip #6 Finish Strong
2 – discussion items that need to be covered in the next meeting
3 – the agreements made during the meeting Keep it short, simple, and easy to read.Best option: use an agenda form to track emerging agenda items (for a future meeting), and action items. If you have the ability to keep notes electronically do this: 1 – open up the agenda form for this meeting
2 – change the file name from “agenda” to “minutes”
3 – enter the notes on the second page of the form
4 – track the action items that come up, as well as any topics that need to be tables for a future meeting. In essence, you are creating the agenda for the next meeting. Easy.
Tip #7 Follow-up and follow-through