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| GET YOUR MEETING OFF THE GROUND LIKE NASA |
INGREDIENTS
- meeting goal
- definition of scope & timeline
- meeting agenda
- attendee roles
DIRECTIONS
1. Define the Meeting’s Goal: Decide on the primary purpose of the meeting. Is it, for example, information-sharing, brainstorming, problem-resolution or decision-making?
2. Define the Scope & Timeline: Map out where this meeting fits in the overall scheme of things and where it lies in the project timeline.
3. Prepare the Meeting Agenda: State the meeting goal in the agenda title and provide the scope/timeline from step 2. List all the topics to be covered and include a time allotment for each. Pass it out before the meeting and ask attendees to prepare questions.
4. Assign Roles:
- The Leader: Closely following the agenda, a leader drives the meeting by introducing each item, presenting facts, identifying problems, suggesting solutions, taking votes and summarizing what has been discussed.
- The Timekeeper: Unlike a rigid chair umpire in a tennis match, the timekeeper makes sure things progress smoothly. When too much time is spent on one item, he/she kindly informs the group. Timekeepers also announce when the halfway mark is reached.
- The Referee: A beacon of objectivity, the ref intervenes to give everyone equal playing time. He may need to prod some members to elicit their input and “bench” those that have taken up too much time.
- The Secretary: Skilled in the art of shorthand, the secretary records key decisions, the rational behind them, and action items that come up.
Rotate roles in your next meeting.Above From Biztree Newsletter #5 can be seen on www.web.com
End boring and extended meetings that don't get any real work done. Persons will be eager to attend a meeting when they expect to find answers. Your reputation as a person who can "git 'er done!" will increase your popularity. Problem solving is vital to running a successful business. Groups of people who input their ideas are good for business. It is a scientific fact that in a consensus of 10 or more people the conclusions are equal to or better than conclusions made by a department head, bureaucrat, or assigned chairman. The plus factor here is the satisfaction members of your audience feel in being part of a solution and not adding to a problem.
Know your subject. Be prepared with back-up information and data outlining the purpose of your meeting. To save time you might want to use PowerPoint, flip charts, videos, audio recordings or handouts. (Don't try to show too much in your PP presentations. Show highlights only while you relate the information. PP can be very boring if used to educate.)
Attendance should be high in a meeting that follows the recipe above. Attention to Roberts' Rules of Order will keep the peace and the Leader or Moderator will more easily retain control.
Now you have room for real ideas and solutions.
-nss-
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