Effective meetings
- Keep numbers as low as possible if decisions need to be made.
- Schedule meetings for precise times, like 10.15.
- Maximum duration one hour ideally.
- Keep meetings shorter by starting at 11.30 a.m. or 4.00 p.m.
- Prune - the number and size of meetings.
- Remember the first 2 minutes set the tone, so start crisply.
- Environment - no interruptions.
- Prepare a timed agenda, which will force the pace.
- Understand the type of meeting:
communication - everyone, visual aids, questions
monitoring progress - short, formal, tough, efficient, chart
team - regular, short, confidential, positive, all have 5 minutes to speak
problem-solving - focus on problem, safe to suggest ideas
monitoring progress - short, formal, tough, efficient, chart
team - regular, short, confidential, positive, all have 5 minutes to speak
problem-solving - focus on problem, safe to suggest ideas
Clear objective -
stated at the start
agreed by all
Everyone agrees finish time to aim for.agreed by all
Each topic: summarise the arguments on either side before opening the debate.
Group problem-solving rules:
involve the quiet ones
avoid compromise or voting if possible
appoint someone to “wear the black hat” (think about what might go wrong)
no talking-over or dividing into sub-groups
avoid compromise or voting if possible
appoint someone to “wear the black hat” (think about what might go wrong)
no talking-over or dividing into sub-groups
Influencing techniques
use visual aids to take control summarise when it’s swinging your way Actions
written down assigned to one person only (and accepted) issued immediately afterwards (e-mail or photocopy hand-written) followed up at the next meeting or beforeSummarise actions at the end