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Metice eBit

Effective Meetings or is it just another Meeting

How can we ensure it’s not just another meeting?

Questions to Consider

• Do you really need a meeting?
• Should I use another form of communication for example: e-mail, Intranet or conference
• call?
• Is it really necessary to get all these people together in one place at one time?
• Would this be the most cost effective process for this agenda?
• Could the objectives and purpose be achieved by using some other method?

The Meeting is the only way forward

To ensure a positive successful outcome to your meeting consider the following:

• What is the Meeting's purpose, the Meetings objectives?
• Do you want to discuss ideas, thoughts and concepts?
• Do you just need to disseminate information?
• Are you selling ideas, influencing others?
• Are you searching to reach agreement?

The key consideration should always be what will happen as a result Attendees

• Decide on who really needs to be there in order to meet your objectives.
• Do they need to stay for the full meeting, what they need to prepare / research / consider
• prior to the meeting.

Agenda

• Assign timings to the agenda items and ensure the scope for discussion is clear to avoid side tracking.
• Place the most important items in the middle of the agenda, as this is the time when most participants will be at their peak.
• Avoid AOB at all costs. Ask for agenda items prior to the meeting so that you can decide on their importance and relevance to the whole group.

Managing the Meeting

• Set ground rules for the meeting in terms of timings and behaviour to ensure that all participants have the same opportunities for input.
• Control negative and disruptive behaviour by referring back to the scope, objective and timing for the item.
• Additional issues should either be dealt with outside the meeting or added as a specific agenda item for the next meeting.

Recording Minutes and Action Points

The minutes should reflect the scope of the discussion, key points and conclusions reached. Action points arising should be set as SMART objectives and only allocated to someone

present at the meeting.

Follow Up Activity

Action points must be monitored and achievement assessed prior to the next meeting or deadline set.

Always gather feedback about the effectiveness of the meeting. This can be done formally or informally but will ensure that you continually look for ways to improve the meetings you hold.

around you, can handle those regular management tasks; this is as important as being an

effective leader.

Also, don’t forget - the best leaders are constantly striving to be better.

Every Success

Metice eBit

www.metice.co.uk

@meticedon