Does anybody enjoy meetings?
Meetings - you either enjoy them or despise them. They seem a basic misery to most. Whether meetings of the board or any other business meetings. If you question if they are essential the reply is likely to be, 'of course'. Are they beneficial - most would say, 'Never'. This attitude would appear to infer that it's not the purpose but the composition of effective meetings and how they are managed which tends to grate on people.
Do you recognize someone that complains regarding meetings? Finds them a total waste of time? Maybe, if it is your duty to arrange and run a meeting you might even approach this with a degree of nervousness and a rise in anxiety.
What is your meeting strategy?
It is rare for a meeting to have no agenda in the slightest. The initial item on the agenda, especially the very first in a series of meetings, ought to be a rundown of your meeting policy. This will identify what you hope to secure from the meeting, how you want to operate it and your hopes of people at the meeting. Therefore, in summary you may prefer to address:
Do you have a goal:
What is the aim of the meeting? Clearness here will save a lot of agony when controlling the meeting.
How frequent do you want meetings?
State how often you wish to hold a sequence of meetings and assess suggestions from those attending. Bear in mind, meetings use up time.
What will be the output?
Determine what you hope to be the end products from the meeting. For instance, what will be the style of the minutes of meetings and any kind of actions that they may include? This is an excellent time to mention to people that they will be accountable for actions that they acquire. If these are not done in a prompt way it could impinge upon other people at the meeting.
The chairperson:
Who will it be and precisely how will that individual conduct the meeting? This might well be a Project Manager, but, others will hold effective meetings beyond formal projects.
The secretary:
Who will it be? Don't ask for volunteers at the meeting. People don't like being engineered into a job they may not choose and may not actually be fit for it. They may also be experienced at saying, 'no'. Invite a person to become the secretary in advance of the meeting and explain the responsibilities.
Distribution of minutes of the meeting:
This is very crucial. It's typically a good idea for the secretary to distribute a copy of the draft minutes to those in the meeting and suggest suggestions on factual content and the ownership of actions. Stipulate an end date for the feedback and an end date to finalize and circulate the minutes and stick to it.
Management and Control
The primary reason for convening a meeting will be for the management of some aspect of a task or string of activities. They develop into a forum for bringing up problems, identifying project progression versus any plans and the achievement of certain actions. It's a chance for communicating over departments that may not always be available.
Ideally, some form of decision making will arise. There will have been achievements and this gives the chairperson a chance to compliment the group and specific individuals affording motivation.
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