Meetings, boy do we have meetings?

“A committee is a group of men who individually can do nothing,
but collectively can meet, and decide that nothing can be done.”
Alfred E. Smith

Someone jokingly said, “Thank God, when He decided the save the world…that He didn’t send a committee.”  

This may seem a bit harsh; but in effectively using our time, we may find our commitments to 'meeting-itis' to be a big time waster.

Am I saying getting together or serving on committees in a waste of time? NO, in fact, the most effective use of our time is by working together to tackle the larger goals we would never accomplish alone. 

For example, the National Kitchen and Bath Association and its Chapters stand as a testament to the positive side of meetings. 

The National Speakers Association, the Canadian Association of Professional Speakers, or our newly formed International Federation for Professional Speakers are concrete examples of professionals banding together to help each other achieve more than they ever could as individuals.  I'm sure you could share other examples of groups where the meetings are dynamic, informative, and valuable _________________________________________________________
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Join a Toastmasters Club and experience first hand the value of group dynamics and encouragement in your personal and professional growth. (1-800-Y-WE-SPEAK tell them I sent you.)

What I am saying, is that having a meeting for the sake of having a meeting or a committee for that purpose, is counter productive.  Know “why” you are meeting and schedule it to be tight and effective. 

 I have come away from countless meetings frustrated and feeling like my time has been stolen.  It doesn’t have to be so! 

Here are a few of the reasons why we have "useless" meetings:

•	To provide an audience for someone “important”
•	To socialize 
•	To escape from being effective
•	Habit (we've always had this meeting)

•	To pass the buck (easier than making a decision) or to procrastinate
•	To fool people into believing they are participating in important decisions

Can you think of any other reasons?  ________________________________________________
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If you become aware that these reasons exist, find a way to quietly or unobtrusively excuse yourself and go back to work!  (Having yourself paged or called to the phone works! It makes an easy exit, and can be pre-arranged with a co-worker or assistant to give you this option.)

There are "good reasons" where meetings work better as a method of communication

•	Share knowledge
•	Establish common goals
•	Gain commitment and support from a larger group
•	Provide group identity 
•	Team formation and interaction
•	Status forum (part of the in crowd of decision makers)

Perhaps you might have a few ideas on why meetings would be a good idea? ________________
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But how do we keep our meetings effective?  

Here are some fundamentals I’ve learned over the years from my countless corporate, community and association meetings, about the essence of successful meetings.

•	NEED: Hold only those meeting for which you see a clearly demonstrated need. If you can cover the points by memo, email, fax, or by a call or two, then don’t call a meeting. 

      Call a meeting only when you have a problem or task that requires the input and on-site 
      assistance of a larger group.

      Meetings work best when you need to gather to solve problems that are complex, exchange 
      technical material, or explain policies and procedures that affect a great number of people.

What is the real reason or need for the meeting? _______________________________________
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If you have trouble outlining a real need for a meeting, then I'd suggest not calling one.  You time and the time of your associates or volunteers is too valuable to squander on needless meetings.  Call them wisely, based on need, and they will be much more productive.

•	PURPOSE: Each meeting must have a clearly defined object and purpose! Those coming must know in advance, what these are. This allows them to be able to prepare and bring any materials that will help the group in reaching or fulfilling this purpose.  

Can you state in writing a valid well-defined purpose for this meeting?  ____________________
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As above, if a well-defined purpose for the meeting can't be articulated, don’t have it!

•	PARTICIPANTS: Invite ONLY those people who can really contribute, or have a need to know. The length of a meeting extends in direct proportion to the number of people in attendance “who have to comment” on the points at hand.

Who needs to be at this meeting? Why?  _____________________________________________
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Some years ago I had the opportunity to help establish the first two Home Depot stores in BC.  At one of our stores, we had managers meetings, which ran conservatively twice the needed length.  Our store manager would announce new policies or decisions and then allow everyone around the table to comment on them.  With 35-40 managers, you can imagine our meetings ran long.  I found this to be counter productive to both my productivity and my performance and lead to being one of the reasons I chose to leave this company.

•	AGENDAS: Pre-circulated Agendas are an absolute, if you wish to be effective with your meetings.  Try to circulate the agenda 48 to 72 hours before the meeting, so attendees are prepared and ready to contribute.  If all else fails write the agenda on the white board or flip chart for last minute meetings. 

•	Over 75% of meetings have no preplanned agenda. Any wonder why most of them are ineffective? 

•	 Agendas 'force' the leader to focus and organize their thoughts and allocate sufficient time for each item. Accountability works!

Have you prepared an agenda?  What items need to be on it? ____________________________
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•	MEETING PLACE: Work at finding a good location with good ventilation, comfort, equipment and the proper accessibility. Meeting places free from distractions and interruptions. This is even more important if the purpose of your meeting is to brainstorm or generate creative ideas.

Do you have a place in mind that would be conducive to a productive meeting?  Where might you meet? _____________________________________________________________________
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•	PUNCTUALITY - START AND FINISH ON TIME: This sends a clear signal to participants that their time is valued and they are expected to respect the meeting time. Some suggest starting with a brief uncomplicated activity so late comers can catch up. 

Don’t recap for those who arrive late. They will learn to show up on time, more so, if they have to work at getting the information. Reward the behavior you want - punctuality!

•	STICK TO THE AGENDA: Encourage participation but make a note and hold over new issues (unless they are really more important than the reason you decided to call the meeting) to another meeting. Don’t let the meeting get sidetracked. Keep it on track!  As meeting leader this is your main focus!

If you are to make a change, poll the attendees first, to see if that is their wish. Agendas, are in effect a  "contract' with those who attend. Treat both with respect!

•	LEAD A BALANCED, CONTROLLED DISCUSSION: As the meeting leader you can 'support members' in expressing their concerns and views, even on volatile or touchy subjects; but steer away from arguments. And, don’t let one person 'dominate' or manipulate a meeting.

•	SUMMARIZE AND DISTRIBUTE MINUTES: Recap the decisions and actions planned as a result of the meeting and circulate to those who attended. 

Make sure they know who is to do what, and by when. Time deadlines and action plans are very effective.  Note any follow up or new items for next meeting.

Effective meetings can leverage your time and help, by giving you the forum to share your ideas and gain the support you need to succeed in your life and career. 

Choose carefully, participate fully and evaluate your continued involvement, constantly.

Remember:

•	Never write a letter, when a memo or email will do. 
•	Never write a memo, when a phone call will do. 
•	Never call a meeting when a quick visit or call can accomplish the same results.
•	Never call a meeting unless it’s the most effective means to accomplish your goals.

 If you value your time and the time of others meetings will be “magic,” and motivating.

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Copyright 2000 Bob Hooey All Rights Reserved. Bob is one of only 48 Internationally Accredited Professional Speakers. His articles have appeared in local and North American trade journals and consumer publications. He is a facilitator, business coach and the author of 5 books. His free online 'zine, Ideas@work can be subscribed to, by visiting his site http://www.ideaman.net