How to run an effective meeting
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08/25/22 How To Run An Effective Meeting Tom Fuszard Communications consultant Supreme Communications, LLC
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How to run an effective meeting “We’re holding a meeting at 3:00.” Ugh, you cry. Why are meetings so detested? There are numerous reasons. Here are some: - I don’t have the time - They last too long - They’re a waste of time – usually don’t have much information for me - We hold too many meetings. We seem to hold meetings just for the sake of having a meeting - Too much side talk; manager doesn’t assert enough control over the meeting so we stay on topic (and time!) Any discussion of effective meetings must entail review of the value of labor time. Time is money. The more time employees spend in meetings, the less time they have for productive tasks. What’s important is that you treat time as an important resource. Is your and their time well spent? I can’t answer that for you. Just get you thinking about the value of time. ARITHMETIC OF TIME MANAGEMENT We’ll review how to calculate the value of labor time. With that, we can see how an improperly planned and conducted meetings robs the company of valuable labor cost. In essence, hurting the bottom line. What’s in our time bank at the beginning of the year. 1. 8 hours, or 480 minutes a day 2. 5 days, or 40 hours a week 3. 50 work weeks, or 250 days 4. Gives us 2,000 working hours BUT…… We have a number of holidays each year. That leaves us 240 working days. And this doesn’t include excused absences: illnesses, deaths, maternity leave and such. So, with 480 minutes in a day and 240 days in a year, anything that takes two minutes a day is worth one day a year. One example: You chat for 4 minutes/day about a TV program. That equates to 960 minutes per year or 2 full days. Another example is the typical weekly staff meeting. It runs for 1 hour. That’s 50 hours per year or 6 days – PER EMPLOYEE. We’re talking about: - Time - Money - Effectiveness, Efficiency - Choices – how best to use that valuable time Let’s get to the point. First, determine the purpose for your meeting: - To explain something - To find an agreement - To report on activity, trip, plan or project - To demonstrate a product Who should be invited? Be disciplined. Don’t invite the whole gang just because that’s the way it’s always been. Invite those who: Need to know, can contribute to the discussion, and can act upon what has been discussed. Prepare properly. Take into consideration: - Time conflicts - The site, venue - Equipment and materials Conduct your meeting properly: - Stick to the agenda - Watch the clock - Maintain order, decorum - Be efficient with Q & A session - Arrange for any follow up - End it fearlessly Want to learn more? Go to http://TomFuszard.com. Read my blog posts and review my samples found in the Samples tab. To contact me, send a message to [email protected].
Transcript of How to run an effective meeting
04/12/23
How To Run An Effective Meeting
Tom Fuszard
Communications consultant
Supreme Communications, LLC
04/12/23
“We’re holding a meeting at 3:00”
UGH!
04/12/23
Why are meetings so detested?
– Don’t have the time– They last too long– Mostly irrelevant for me– We have too many– Too much side talk
04/12/23
Time Management Critical
Study of time management important.
Staff time = labor cost
Effect on bottom line
04/12/23
Arithmetic of Time Management
– How to calculate the value– How improperly planned and
conducted meetings rob us of valuable time
04/12/23
Day to day, throughout the year
8 hours, or 480 minutes a day 5 days, or 40 hours a week 50 work weeks, or 250 days Gives us 2000 working hours, max.
04/12/23
Some examples of wasted time
Chat about TV program for 4 minutes/day =
960 minutes or 2 days lost
04/12/23
Common gripes about meetings
There are too many They last too long Nobody listens to me;
no participation I’ve heard all that before Too much side talk Incomprehensible visuals Others
04/12/23
Another example
Company staff meeting –
1 hour each week =
50 hours each year
PER PERSON
04/12/23
We’re talking about….
Time Money Effectiveness, Efficiency Choices
04/12/23
Purpose of your meeting
To find agreement To explain something To report on an activity, trip,
plan, project To demonstrate a product
04/12/23
Who should be invited?
Only those who need to know, can contribute, or can act upon material
04/12/23
Preparations
Time conflicts Site Equipment and materials
04/12/23
Conducting your meeting
Stick to agenda Watch the clock Maintain order, decorum Rule the Q & A session Arrange for any follow up End it fearlessly
04/12/23
For more information andto stay in touch
Tom Fuszard
Supreme Communications, LLC
New Berlin, Wis.
http://TomFuszard.com
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