Intelligence: No More Useless Meetings

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• 1. Meet for a Reason
  Call meetings when an issue or project demands rapid, round-table input, or you want to see how people react.
• 2. Why to Meet
  To define and/or solve problems
  To make a decision or gauge reaction to a decision already made.
  To disseminate or collect verbal information
  To accomplish tasks
• 3. When Not to Meet
  Don't convene a group to do something that you or someone else could easily accomplish another way.
• 4. Set an Agenda
  The biggest time-saver is advance planning. Communicate it via a straightforward, but thorough agenda that includes a clear purpose.
• 5. Understand Your Purpose
  There are three kinds of meetings:
  Participatory
  Informational
  Combination
• 6. Participatory Meetings
  Participants share opinions and insight. Include people with a stake in the outcome, those who add to the discussion, and those who must be invited because of protocol.
• 7. Informational Meetings
  The facilitator conveys information. Other means of communication might make this meeting unnecessary.
• 8. Combination
  The facilitator first conveys information and then opens the meeting for discussion.
• 9. Pre-Plan the Meeting
  Email participants the date, time, and a brief description of the purpose and goal. Let them know that a complete agenda will follow shortly. Request an RSVP by a certain time.
• 10. Pre-Plan the Meeting
  Send the agenda, along with attachments. Ask participants to read everything ahead of time.
• 11. Manage the Agenda
  Limit the agenda to one page. Message: you are organized, no nonsense, and plan to keep things moving.
• 12. Manage the Agenda
  Put a clock time, not just minutes allowed, by each item, e.g., "9:30 - 9:40", not "10 minutes."
• 13. Manage the Agenda
  Put moderately intense items first, then routine items. Potentially volatile items that are not open for discussion go last so the rest of the meeting flows smoothly.
• 14. Manage the Agenda
  Staple attachments under the agenda and put one packet in front of each chair. Provide a folder so information is easy to find after the meeting.
• 15. Bring Supplies
  Extra agendas, notepad (more welcoming than a laptop), index cards, extra pens, stopwatch.
• 16. Stay on Track
  Assign a note-taker. Consider taking notes yourself with a small group.
• 17. Keep a Record:
  Note attendance, substance and tone of relevant comments, and decisions; highlight any follow-up actions, including who is responsible and when they need to be accomplished.
• 18. Avoid Time-Wasters
  Vague, diffuse, off-topic discussion.
  Beating a minor point to death.
  One person dominates the conversation.
  Participants defensively focus on their own personal agendas
• 19. Limit Comments
  There is no good way to cut someone off. Say at the start that comments are limited to one minute, and you'll only need to point to the timer.
• 20. Keep People on Track
  Say, "That's interesting, but how is that relevant to." If someone launches a personal attack, say, "Do you really want that in the notes?"
• 21. Keep People on Track
  Consider a speaking token - you can't speak unless you're holding the token. Some experts suggest requiring everyone to stand up for the entire meeting.
• 22. Focus Comments
  For project meetings, consider these one-minute comments:
  What did the person complete since the last meeting?
  What is the person working on now?
  Where does the person need help? (actual help comes after the meeting)
• 23. Reach Your Goals
  Know your method: facilitator decides, vote, consensus, or delegation to group members.
• 24. Recap and Follow Up
  Touch on highlights and ask if anyone has anything to add. Reiterate tasks and deadlines in an email. Schedule the next meeting now.
• 25. Analyze and Learn
  Ask participants what worked well in a meeting, and what you could do better next time.