Time to spring clean...your meetings!
By Dyan Ellinger, From the Office of Human Resources Culture Strategy Team
Even though it might not feel like it outside, spring has officially started! Spring is an opportunity to spring clean your meetings! Here’s how:
Schedule time in the next month at your standing/recurring meetings for the group to discuss the following meeting checklist (you may even send out these points ahead of time to prepare the group):
- Is there clarity about our group’s purpose? What is that purpose?
- Does our group focus on results?
- Do we have the right people in this meeting?
- Is this meeting still relevant from when we formed this group or meeting?
- Is the time allotted appropriate? Do we get together enough or not enough? Are the meetings too long or too short?
- Does this meeting need to pay more attention to the lists below?
Great meetings require:
- Detailed description in the calendar appointment giving attendees as much information ahead of time as possible.
- An agenda – every time.
- A timekeeper.
- Coming prepared to the meeting with any deliverables and thoughts on the agenda topics
- Just enough information for the meeting’s purpose. Other information may need reviewed before the meeting or as a takeaway, but should not be a distraction during the meeting.
- Wrapping up conversation that has no immediate resolution so the meeting can move on.
Other features of great meetings:
- An opening with:
- the group’s recent accomplishments,
- intended accomplishments, and
- goals for that meeting.
- An ending with:
- tasks completed,
- consensus in the room on immediate topics,
- next steps, and
- each person’s takeaway tasks.
For more tips on increasing meeting effectiveness, go to the Hosting Healthy Meetings tab in the Resources section of the Excellence to Eminence web site.