"You Have To Start Meeting Like This!" by Gina Imperato Fast Company, April 1999 issue, pages 204-210 "Do Your Meetings Meet Your Needs?" By Mary Krentz

Does it seam like you are always going to meetings? How many times have you left a meeting feeling like nothing was accomplished? For most people this happens much too often. In today's busy world, no one wants to spend valuable time in a meeting that isn't productive. I'm sure you have been to some really good meetings and some really bad ones. What makes one meeting better than another? Michael Begeman is one of the world's foremost experts on running a good meeting. He offers some practical advice on how to conduct a more effective meeting. The following is a summary of several points to follow when facilitating a meeting. If you are not the facilitator, you may wish share these suggestions with the group.

Provide 5 to 10 minutes of open time to encourage people to socialize. Allow everyone a chance to speak. This will create a feeling of belonging.

Everyone must agree a great meeting requires effort and hard work; it just doesn't happen. Meetings need to be planned and designed carefully to produce great results.

Establish rules of engagement. Translate expectations into agreements. For example, everyone may feel strongly about starting and ending the meeting on time. Therefore, a commitment should be made to reinforce the timeliness of the meeting up front.

People should listen to each other. Everyone should recognize merit in what others have to say and try to incorporate it into their thinking and discussion. No one should dominate the discussion or disregard someone else's views.

Meeting records should focus on three categories of information: decisions reached, action items that people need to follow up on, and open issues. This will provide a record of input for future meetings.

Different kinds of meetings require different kinds of conversation. To achieve a clear outcome, participants should know if the conversation is focused on; possibility, creativity, opportunity, or action.

Working together effectively involves playing together. The more people are involved in a meeting the more they will learn and remember. Toys are great stress relievers and enhance creativity.

A meeting doesn't have to end with a decision to be successful. Progress can take place without a decision. Sometimes it is wiser to gather more information.

Improve the quality of future meetings through evaluating past meetings. Ask participants to comment on what's working and what's not. Incorporate these suggestions in future meetings.

I shared this article with several people. Each one expressed that they are currently using some of the suggestions, but discovered some new techniques to try in the future. Several commented that they feel the biggest problem with meetings is the lack of communication regarding what type of conversation is intended to happen. "People always get stuck in the (conversation for action) mode prematurely," explained a colleague. "This often results in frustration and lack of carry-through." Another commented that they hate when they miss a meeting and receive the meeting minutes that are confusing to read and difficult to interpret. He loved Begeman's advice for three categories of information. He plans to not only share, but also implement that suggestion in the near future.

It's easy to sit back and complain about lousy meetings. Complaining, however won't get you anywhere. Take the initiative to change the meetings that you don't like. Meet your meeting needs for you and your organization.

-- Anonymous, August 19, 1999

Answers

Nice job with this discussion and summary. Watch spelling (seam).

-- Anonymous, August 26, 1999