By Michael Davidson
It is important that we have a well organized and productive meeting. With some effort on the part of each individual, there is no reason the group shouldn’t have fun and enjoy and look forward to every meeting. It’s time to have everyone review this again. We can all improve. I write this to remind myself as much as anyone; the key to a great meeting is Start on Time, Get the information passed, End on Time. Here are some things we need to keep in mind:
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Arrive early
Punctuality is a characteristic not an occurrence. If I can’t keep an appointment at my company with my team, you can bet I don’t have the self-discipline to keep my new client from waiting around. It’s a scientific fact that if you arrive early, you can’t be late. Arriving early to avoid or anticipate the unexpected or last minute details for the meeting can give you an edge. If you’re late, you may be too late. If you’re on time you’re late. If you arrive early – you win!
Hear the whole thing before disagreeing or correcting
Most times, if we pay attention, we get all of our objections answered during the course of a presentation. If not, a great way to find out the rest of the story is to ask politely. Again, most times the answer is agreeable to what you want, especially in a team setting. No one likes to be corrected, and you’ll find that out real soon when it is your turn. I always want our guest speakers and our team members to be comfortable giving a presentation. That is our responsibility: to make them comfortable and keep them willing to come or get up and help the team, not beat up and resentful or reluctant to come back or give of themselves.
Take Notes and Hold questions for end of presentation
If someone is giving a presentation, it is best to write questions down and ask them at the end of their spiel. There is a good chance that that question would be answered in a planned presentation, and asking a the question disturbs the flow of the presenter and often you get a 5 minute diatribe and distraction from the topic. Taking notes is always a great idea.
Never speak in a meeting unless you are speaking to the entire group
Nothing makes a meeting take longer or seem like chaos and frustrates the people in the meeting like a couple “side conversations” going on. The people not involved can’t hear, those involved in the side conversation miss information and just about every time it has to be repeated to them. Often it is information the entire team could benefit from, and often the side conversation has content that the entire team could benefit from also, so it gets repeated again. So make this your policy: In the notes you are taking, write down any topics that you need to talk to someone individually and set up a meeting with that person if it is a private matter. We would like to have our meetings be done, and be done ASAP. Please do your part to keep the meeting moving and on track and starting on time, getting the information passed, and ending on time.
“The roots of education are bitter, but the fruit is sweet.” ~ Aristotle