An efficient meeting gets things done. A bad meeting is a time waster.
The top four complaints that I hear about meetings are:
"We have too many."
"They're too long."
"Our meetings go off track."
"We don't get anything accomplished."
To keep the meeting focused so you can get things done, it's essential to establish a few fundamentals about meetings. People need to know the reason they're being asked to attend the meeting. They need to understand the purpose of the meeting.
Bringing structure to meetings isn't a constraint. On the contrary, it's a strategic way to engage and empower meeting participants. When individuals are aware of the role they have in a meeting, they come prepared to fulfill that role. When companies call meetings with a specific agenda and purpose, the participants know beforehand that the meeting isn't a waste of time. There is a specific objective that needs to be achieved.
In the Preface, I shared the three reasons that meetings are held—to provide information, create a mechanism for decision-making, and allow feedback and discussion. Now, we'll talk about the different roles and responsibilities individuals can assume during a meeting. I'll add to that discussion by sharing some decision-making and problem-solving techniques you can use in your meetings. We'll wrap up with one of my favorite methods for taking meeting minutes.