How can you run effective meetings?
PLAN (before)
- Do we really need to have a meeting? Are there any alternatives?
- Plan your meetings early in the week and the morning (Monday, Tuesday or Wednesday – don’t plan meetings on a Friday).
- Prepare your meeting: having an agenda is just not enough; distribute meeting relevant information 3 days ahead.
- Reduce the number of participants (the more participants, the more clutter, the less productive) – align the scope of the meeting (reduce context switching).
- Avoid surprises (align with key decision makers in advance).
MEET (during)
- Abort the meeting if key participants are not present.
- Stick to the timing: We’re always more productive with limited time.
- Record actionable meeting minutes, during or immediately after the meeting – Try to specify actions during the meeting.
- Everything has to have a deadline and an owner.
- Stop the meeting/topic if you are turning in circles > create a plan / next steps.
- Keep a parking lot for “off topic discussions”.
ACT (after)
- Reserve time to close the meeting – no open end!
- Follow up on the meeting.
- It’s better to meet regularly than to have meetings that take too long. Create a meeting routine and habit.
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