Leadership - Meetings
Meetings
Key points
Meetings are usually loathed by everyone and at the same time accepted as a necessary evil.
These are discussed in more detail in ‘The Complete Time management package’ but there are a few key areas to consider.
Before
There really are only 3 areas to consider.
What will you do before the meeting?
What will you do during the meeting?
What will you do after the meeting?
Many people will enter a meeting ill prepared on many fronts.
One of the key meeting requirements is some sort of agenda.
Without this the meeting will have no direction and no substance and the results and outcomes of the meeting will probably be of little value.
The agenda is covered in a little more detail elsewhere [see Agenda].
In essence that agenda should indicate the topics for discussion, what is expected from participants and indicate any useful material needed to aid preparation, for example, reference to a particular report.
Make sure you prepare well.
Read any necessary documentation circulated prior to the meeting.
Marshall all of the key issues and note any key points that you wish to clarify.
If necessary, meet with key individuals ahead of a meeting to get the correct information or interpretation of the facts.
If you have to make a presentation follow the key points for making the biggest impact (standards ?) when communicating.
From a leadership viewpoint make sure the right people are at the meeting to make it effective.
In terms of time management, if you do not wish to attend make sure you send a well prepared deputy and inform the chairperson of the fact.
During
Before you step into any meeting consider what you want to get from the meeting.
You may be there to merely clarify one key issue.
Make sure that you get your say.
Apart from knowing what you want from the meeting you should consider what other contribution you will make.
Remember, that while there may be negative issues to raise try not to do so without a potential solution or a way forward.
If you don’t have a solution suggest a mechanism for finding one, for example, use of a consultant, small sub committee, additional research etc.
In reality, you may have your own agenda which bares little resemblance to the official one.
If you satisfy your own agenda you will leave the meeting happy.
In theory, there is little point in you being at a meeting unless you are expected to contribute.
This could be technical expertise, or the authority to sanction particular actions.
There is nothing worse than the expectation that certain information should be presented at a meeting only to find out that it is not yet ready for some reason.
If you have an action for a meeting ‘DO IT’ or tell the chairperson before the meeting – don’t produce any surprises (unless they are good ones).
As with many areas of communication if you can get into the minds of others at the meeting and see things as they would see them your own input is likely to be better focussed.
After
When the meeting is finished make sure that you are happy with any actions that you have.
What is their importance?
Is there a time frame involved?
Are you clear of the required outcomes?
Are you happy that you have all the necessary facts to carry out your action?
Carry out your actions ahead of the next meeting. This will give you time to check your results and prepare a good presentation that others will support.