Solution Saturday: 10 Ways to Shorten Long Meetings Solution Saturday: 10 Ways to Shorten Long Meetings Great meetings create efficiency. It’s Solution Saturday. “… one either meets or one works. 10 ways to shorten long meetings: Ban electronic devices. Bonus tip: Shorten the length of all meetings by 25%. How might leaders solve the problem of long meetings? Like this: Like Loading... What are facilitation and moderation A quick addendum about facilitation and moderation on online spaces before a longer post about strategy. Pete Ferne and Dan Dixon grouping a mindmap at The Media Sandbox community launch event. Are they facilitating, moderating, re-purposing, or nothing at all? Facilitation: Is largely around helping people connect, share, and learn together; disrupting the walls that keep them apart, understanding the purpose behind their interactions and assisting them achieve this in the longer term. Knowing who they are and how they interact, and not dragging them into communal contexts they would naturally shy away from or drive others wild with rage. Understanding where the knowledge lies in the network and how to approach it. Knowing the people: when to bring in an extrovert, or when to refer to an introvert (yes I know that is a wide generalisation). Moderation: Is the coalface end end of the model. When issues arise, ‘moderation’ is the set of communications and processes thing that deals with them.
Have More Meetings (But Keep Them Short) Meetings are often the bane of many a creative’s existence, especially those working for a big outfit. “Death by meeting” is a common complaint, the lament usually being one of frequency, length, or lack of productivity. Despite the many books written on the subject, meetings remain a sore spot for many. One of the most interesting things I observed over the eight years I spent as a creative advisor to Toyota was how a team of designers or engineers working on the same project might hold several short meetings over the course of the day—sometimes as many a five different times. The meetings were not necessarily scheduled. Born in the factories of Toyota, “lean” was the term coined the 1996 book Lean Thinking and recently re-popularized by the 2011 book The Lean Startup. The critical starting point is to think of meetings as you would any other process: to be considered lean, a meeting must be characterized by minimal, and preferably absent, non value-adding work. The 3 M’s 1. 2. 3.
How to Design an Agenda for an Effective Meeting Executive Summary To prevent holding a meeting in which participants are unprepared, veer off-track, or waste the team’s time, you should create an effective meeting agenda that sets clear expectations for what needs to occur before and during the meeting. Seek input from your team members to ensure the agenda reflects their needs and keeps them engaged. If your entire team is meeting, then the issues discussed should affect everyone present and require the whole team’s effort to solve. Addressing topics that don’t impact everyone at the meeting wastes individuals’ valuable time. We’ve all been in meetings where participants are unprepared, people veer off-track, and the topics discussed are a waste of the team’s time. Here are some tips for designing an effective agenda for your next meeting, with a sample agenda and template below. Seek input from team members. Select topics that affect the entire team. List agenda topics as questions the team needs to answer.
5 Things to Do Before the Meeting Begins We have all shown up to that meeting. The one with no purpose. The one with no advance notice or details. And the one where no one could even find where the meeting was being held. It ends up being a waste of everyone’s time. To ensure your meeting is a success, you need to prepare in advance. Be Ready Before Your Meeting What you and your team get out of a meeting depends on what you put into the meeting in preparation. “It’s not a meeting if you don’t prepare in advance.” To prevent a wasted meeting, you need to be ready for your meeting before it begins. Here are 5 Things To Do Before the Meeting Begins: Send Invites in Advance – Meetings should not be last-minute affairs. It’s Not a Meeting If You Don’t Prepare in Advance Most meetings are a failure before they even begin. In many companies, meetings are so dysfunctional that they represent the single biggest time-waster in the workplace. Prepare for your meetings in advance, and they will be a more effective use of everyone’s time.
Cut Your Meeting Time by 90% 5 keys to effective project meetings Today we will look at five key practices to adhere to in order to make sure you are never that person running an inefficient meeting. Sticking to these practices will help make sure you have great meetings that are well attended because you have an awesome reputation for conducting only meaningful and well led meetings that people leave feeling smarter than when they went in. Send out an advance agenda. Start promptly. Never cancel. End on time. Stay on topic. Meeting best practices These are all logical practices for carrying out good meetings. One more note – while it sounds nice to be the person who brings treats to meetings, don’t do it. How to Refocus a Meeting After Someone Interrupts You did everything you were supposed to do: Invited all the right people, sent out an agenda in advance, and got everyone’s agreement on the process. Despite your diligence, your meeting is being hijacked. How should you handle a persistent interrupter? Will it work to just ignore the person? What the Experts Say Whether it’s a team member who disagrees with your approach, an employee from another department who brings up irrelevant information, or a colleague who wants to use your meeting as a soapbox for his own personal agenda, dealing with interrupters during a meeting is challenging. Go in prepared A “well-designed agenda” provides both “a structure for the meeting and serves as a point of reference,” according to Schwarz. Stay calm When someone interrupts or challenges you in a meeting, it’s important to respond in “a leaderly way,” says White. Listen, validate, redirect Don’t be tempted to ignore the interruption and move on. Principles to Remember Do: Don’t:
Meetings Are Toxic Do you really need a meeting? Meetings usually arise when a concept isn't clear enough. Instead of resorting to a meeting, try to simplify the concept so you can discuss it quickly via email or im or Campfire. There's nothing more toxic to productivity than a meeting. They break your work day into small, incoherent pieces that disrupt your natural workflow They're usually about words and abstract concepts, not real things (like a piece of code or some interface design) They usually convey an abysmally small amount of information per minute They often contain at least one moron that inevitably gets his turn to waste everyone's time with nonsense They drift off-subject easier than a Chicago cab in heavy snow They frequently have agendas so vague nobody is really sure what they are about They require thorough preparation that people rarely do anyway For those times when you absolutely must have a meeting (this should be a rare event), stick to these simple rules: Have fewer meetings
Do You Need That Meeting? I’m sitting in Kevin Hoffman‘s session at UI18 on Running Better Meetings. He makes good arguments about facilitation and visual thinking and how they impact the quality of what happens during meetings. But after my experience at WordPress.com, where meetings were rare, I now struggle to comprehend how many meetings most workplaces have. What evidence is there that we need these things? Even back at Microsoft I had this rule about recurring meetings: at meeting birth, it should be planned that they will die. The frequency and nature of meetings is an artifact of culture. Creative meetings with 10 or 15 people in the room expresses a lack of trust of creatives. All leaders bring with them a culture of practice around meetings. Also See: The 22 minute meeting
10 Etiquette Rules For Meetings That Every Professional Needs To Know Mike Nudelman / Business Insider Even if you dread them, meetings put you in front of coworkers and bosses who you may not work with on a regular basis. That means how you conduct yourself in them may leave a lasting impression. Is it acceptable to eat during a meeting, or check your phone? Should you be the person asking questions at the end? To get a better idea of how to maintain a positive, professional image while in a meeting, we reached out to Barbara Pachter, career coach and author of the book "The Essentials Of Business Etiquette," who gave us 10 rules you should know: 1. Make sure you come on time and prepare for the meeting ahead of time, says Pachter. "Leaders need to start on time so people can depend on that," she tells us. 2. If everyone doesn't know one another in the meeting room, you need to make introductions. For example, "Ms. 3. This is part of being prepared, but you should have a good, strong agenda so that you can stay on track. 4. 5. 6. 7. 8. 9. 10.
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