Okay now, is this meeting really necessary?? It probably is if you need to communicate beforehand a specific, relevant objective with a pre-determined (if possible) time limit. To keep from losing your attendees as their minds wander to other duties that await them, observe the end time unless everyone agrees to continue with items listed on the original agenda.
- Thank members for their valuable time and participation (yes, even if you’re the boss) and TELL them how their participation helped (or will help) meet the objectives. This will help them stay motivated and innovative when they know how their contributions count!
- Distribute minutes and objectives of the meeting in an email before the meeting and then what the outcome is after the meeting, again by email.
- Avoid any personal heated disagreements that should be discussed privately rather than in a group if it does not specifically pertain to everyone and always be careful with pointing fingers. We have all seen the dreaded dump on Mary or Bob day. Not good for anyone’s morale!
- Avoid assigning action items to someone not present unless absolute necessary. It helps them buy into the cause/project when initially involved and shows greater respect. Respect and consideration go a long way towards more successful employee performance.
- Playing musical chairs for the power seats?—Being an expert on the subject, asking insightful questions, and making clear, relevant observations are more important, regardless of which seat you are in at the table. Key participants usually sit up front so be watchful of where you sit when entering the conference room.
For more information on a seminars or personal coaching, contact Rita Rocker, Chief Communications and Image Officer, Transformation Academy, 402-968-3250 firstname.lastname@example.org, www.transformationacademy.