Over the years I have attended 100’s of meetings. Some that you would assume were bombs that ended up being great meetings. Some that had to be great meetings that in the end fell far short.
Why is that?
Great Meeting Plan:
· Great meetings start on time
· Great meetings end on time
· Great meetings are a safe haven/open forum
· Great meetings are structured but allow for free flowing exchanges
· Great meetings are talked about – frankly they are “fun” to attend even if they are incredibly hard work while attending.
This brings us to “everyone should have in their Great Meeting Kit.” Great meetings are all about control, process and validation and of course require the four pieces above coming together.
Great Meeting Kit:
· A way to share the information
o Pre-meeting information
o Meeting information
o Post-meeting collaboration
· An acceptance of others schedules and requirements
o Gathering pre-meeting information
o Recording the meeting for later review and presentation
o Post meeting collaboration that supports online, offline and nearline collaboration
· A list of people to be involved that can participate materially in the outcome of the meeting
· A plan to meet the Great Meeting goal of “fun,” “hard work,” and ultimately achieving the team and personal goals of the people attending the meeting.
· Have a comfortable meeting place that supports what you need to do
o Conference call
o Video Conference call
· Consider the shape of the room, King Arthur built a round table to show that everyone at the table was an equal. Consider the shaping of the room. As a school teacher I found that the more “circleish” the desks ended up being, the less likely we were to have issues/concerns and communication problems.
o People need to be heard
o If they aren’t heard they have two reactions
§ Become combative
o Don’t make your room a part of the problem!!!
· A solution that allows for the publication of post-meeting notes and pre-meeting agendas that tie the meeting together