Meeting! A discovery which still is a mystery.
Commitment, integrity, passion, reason, and opportunity are the common key ingredients expected from the participants to drive the meeting effectively.
If a person is precisely approached or appealed with any of the ingredients, he is sure to give his best participation in the meeting.
Clear understanding of the purpose married with on-target discussion will help running a meeting effectively.
Why, What, When, Who, and Where are the key questions that need to be pondered upon before scheduling any meeting.
And that should be shared with the intended participants. Also some reasonable time should be given to the participants, which they can use for preparing themselves for the meetings.
The following could be the key questions that can lead to specific solutions during the course of a meeting.
- Why is the meeting being held?
- What are the problems we are trying to solve through this meeting?
- Who is going to solve the problem? Who is going to be responsible? Who is going to be accountable?
- When will the solution process start? By when the solution will be derived?
- Where will the solution delivery happen?
Plan of action needs to be so specific that it answers all above questions.
Minutes + Action Items should be sent over to all the attendees. Follow-up activities should be part of action items.
There are three stages of preparation and execution for any meetings: before, during and after. Here are some thoughts how they can be dealt with.
Before the meeting:
- What is the purpose? Get clear on specific agenda of the meeting.
- Why is the meeting necessary to achieve the purpose? Get clear if it is important or it is critical for the greater goals.
- When should be meeting scheduled for? ASAP? Next Week? When? At least it should be scheduled before the impact of not doing the meeting starts becoming irreversible.
- Where should meeting take place? The place should be convenient for all, a good ambiance which will help in gaining active participation from the attendees
- Who shall attend or participate in the meeting? Key participants who are responsible or accountable for achieving the purpose of the meeting.
During the meeting:
- What are the specific (SMART) solutions to achieve the purpose of the meeting?
- How will be the solution executed?
- Who shall be responsible? Who shall be accountable? Who shall be informed? Who shall be consulted?
- When will these solutions be executed by the responsible persons?
- Minutes and Action Items should be sent over to the attendees soon after the meeting.
- Follow up with the people responsible for carrying out the specific actions plan will play the key role in realizing the purpose in existence.
Despite all above tips, it would be great if there is no need to conduct the meeting in the first place because a need of the meeting implies that something could have been visualized better when defining.
I know it is a little exaggeration but Meetingless Management is the state anyone in the management should aim for.