Making Meetings MatterMaking Meetings MatterA mini-workshop facilitated by A mini-workshop facilitated by

Lynden SchuylerLynden Schuyler

11 Million meetings take place in the U.S. 11 Million meetings take place in the U.S. every dayevery day

For a professional, an average of 31 hours For a professional, an average of 31 hours is spent in meetings each monthis spent in meetings each month

According to Harvard Business School, According to Harvard Business School, half of that time is wasted!half of that time is wasted!

What is commonly said about What is commonly said about meetings?meetings?

They are a waste of timeThey are a waste of time They last too longThey last too long Too many of themToo many of them The right people are not thereThe right people are not there People don’t stay on topicPeople don’t stay on topic Lack of focusLack of focus

What else is commonly said about What else is commonly said about meetings?meetings?

No planning done ahead of timeNo planning done ahead of time No structureNo structure Every talks at onceEvery talks at once No one talks at allNo one talks at all Nothing is accomplishedNothing is accomplished No follow upNo follow up

What is NOT said that probably What is NOT said that probably should be?should be?

THEYTHEY

AREARE

EXPENSIVE!EXPENSIVE!

What are your meetings costing?What are your meetings costing?

1.1. Take the hourly rate of each member Take the hourly rate of each member attendingattending

2.2. Multiply that by the number of hours Multiply that by the number of hours spent in meetingsspent in meetings

3.3. Add the cost of meeting space and/or Add the cost of meeting space and/or food and refreshmentsfood and refreshments

AgendaAgenda

Date:-------- Time:----------- Place: --------Date:-------- Time:----------- Place: -------- Objective:Objective: Meeting Leader:Meeting Leader: Presenters and Time Limits:Presenters and Time Limits: Attendees:Attendees: General Discussion:General Discussion: Summary:Summary: Action Plan:Action Plan: AdjournmentAdjournment

ObjectiveObjective

Why are we here?Why are we here?

What problem are we trying to solve?What problem are we trying to solve?

What is it that we wish to take away from What is it that we wish to take away from this hour we are spending together?this hour we are spending together?

The Role of the Meeting LeaderThe Role of the Meeting Leader

Identifies a problemIdentifies a problem

Plans the meeting, preferably a week in advance Plans the meeting, preferably a week in advance

Assembles the people required to present all Assembles the people required to present all sides of the issuesides of the issue

Keeps notes during meeting to aid in follow upKeeps notes during meeting to aid in follow up Times each aspect of the meetingTimes each aspect of the meeting Assigns action stepsAssigns action steps Sends out the minutes of the meetingSends out the minutes of the meeting Sets the date and time for next meetingSets the date and time for next meeting

The presentersThe presenters

Each should speak from their expertise on the Each should speak from their expertise on the topic or question at handtopic or question at hand

Each should stay within the time frame Each should stay within the time frame suggestedsuggested

AttendeesAttendees

Individuals whose jobs or ability to provide Individuals whose jobs or ability to provide service will be directly impacted by decisions service will be directly impacted by decisions mademade

General DiscussionGeneral Discussion

BrainstormingBrainstorming Q & AQ & A Open discussion, no criticism, no rating Open discussion, no criticism, no rating

questions, answers or commentsquestions, answers or comments

SummarySummary The Meeting Leader restates objectiveThe Meeting Leader restates objective Recaps ideas voiced during General DiscussionRecaps ideas voiced during General Discussion

Action PlanAction Plan

Next steps are assigned Next steps are assigned Next meeting date, time and place are setNext meeting date, time and place are set Attendees are informed as to when they Attendees are informed as to when they

will receive minutes of the meetingwill receive minutes of the meeting

Meeting is AdjournedMeeting is Adjourned