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by Heather Waring of www.waringwell.com Do meetings feature in your day? Are there so many that you rush from one to another with no time in between to make calls, check email or catch up with outstanding work? How often do you sit in meetings feeling you are wasting your time? By using some simple tricks you can make meetings work for you. If you are the person calling the meeting, ask yourself whether or not you really need to hold it. Is there another way you could disseminate the information or discover the opinion of others? If you need the meeting, be clear about the outcome and make sure all participants know the meeting’s purpose. Circulate the agenda in advance, only invite those who really need to attend and ensure that they keep their team informed. Set a clear start and end time (others will really appreciate this) and keep to it. Meetings need to be minuted, but these should be concise, noting just the salient points, any actions agreed, the name of the person responsible for the action and an agreed deadline. They should be produced as soon after the meeting as possible and distributed to all participants. People are impressed by this efficiency and it prevents late minutes being used as an excuse for tasks not being completed. For the person taking the minutes, the time to carry out all these tasks needs to be built in to their time planning. For many, speaking in a meeting can be stressful especially if senior colleagues or your manager are present. A good chairperson will encourage others to participate and also make sure that everyone has a say. They will also discourage inappropriate interruptions. If you can, make your contribution early as this lets others see that you have something to say, it deals with anxious feelings and leaves you more relaxed. Where possible prepare, as your input will then be concise and professional. Ask others for their thoughts and comments; this is often the most appropriate forum for discussion and to bounce around ideas. Be assertive and only offer to take on the tasks that you know you can complete, making sure that you set realistic deadlines. It can be tempting to offer to do things as a way of impressing others but being unable to deliver will do the opposite. Is your body language assertive? Be aware of how you come across and what messages you are giving. Being aware of other participants’ body language can aid your understanding of what they are trying to say and in some cases what they are trying to hide. If the meeting is one of a series, set dates for the entire year or six months as this allows clearer forward planning and ensures better attendance. It is also easier to cancel a meeting rather than trying to set one at the last moment. By taking control over this area of your work, you will feel energised and become much more productive – remember, as far as meetings go, less is more. Heather Waring The Career Development Strategist www.waringwell.com 7th March 2006 |
| Posted: 16/05/2006 20:44:38 Last Updated: 16/05/2006 20:48:30 |
Chick Lit > Business Chicks :: Make Those Meetings Work for You