First, I want to with you a Merry Christmas and a Happy 2011. I trust the coming year will be filled with great opportunities for you and for your business.
*
I don’t
know about you, but I hate meetings.
One of
four things usually happens.
- People
just sit and stare at each other, not saying anything. They think it is better
to remain silent because they don’t want to appear stupid or ill-prepared in
front of the others.
- Everyone
talks at the same time; they argue and interrupt and no one listens to what the
others are saying. By the time the meeting is over, you have more enemies than
you can count
- The
meeting was called for a particular reason, but ends up following multiple goat
trails with no decisions being made and no one remembering why you gathered in
the first place.
- A
discussion ensues among a few people about a topic that only they can address;
the rest of the group is made to sit and listen to their conversation.
Too few
meetings are well planned. Consequently, many meetings are meaningless, get no
results, become unpopular, and see their attendance numbers decline over time.
Organizations
can’t scrap group meetings so we must find better ways of communicating.
As you
get ready to start a new year, take a few moments to focus on ways to run a successful
meeting.
1. Get ready.
a. Clearly
define what you are trying to accomplish. If there is no specific purpose or
objective, DO NOT hold the meeting.
b. Plan
what will be discussed.
c. Decide
the materials you need—samples, models, charts, reports—and make sure they are
ready.
A couple of weeks ago,
I sat on a panel that was giving consideration to a start-up company seeking funds
for a desktop-publishing venture. The presenter didn’t have samples and when
asked an important question, was unable to locate the information on his
computer. The meeting did not go well.
d. Find
a suitable place to meet with a room large enough to accommodate the group.
Make sure the space is well lit and well ventilated and that you won’t be
interrupted or disturbed by noises.
e. Invite
only the people who need to be there.
f. Set the length of the
meeting; don’t make it any longer than is absolutely necessary. Is the topic really
worth the collective time that will be spent on it?
g. Get the agenda to the
group in advance. If there is a significant gap between the date you announce
the meeting and the date it will take place, make a reminder call a few days beforehand.
h. Finally,
make sure your equipment works! I know there always can be a technical glitch,
but show up with enough time to ensure that everything works.
2. Open the
meeting.
a. Start
on time! If you wait for stragglers, you are penalizing those who arrive on
time.
b. At
the beginning of the meeting, clearly state what you want to accomplish. That will help ensure that people with other agendas won’t derail the meeting. As a tacit reminder of the reason you are all there, I recommend that you write the objective on the white board or tape it to the wall on a large piece of paper.
c. At this point, find out from the group members what they already know about the subject, then you can start to fill in the blanks.
3. Guide the
discussion.
a. Here’s
something to try. As a questioning technique, use a direct approach; speak to an
individual, not the group in general. Don’t say the person’s name at the
beginning of the question; tag it on at the end. That way, you keep all the
members of the group engaged. For those reluctant to answer, you can use
“leading” questions—direct a question with an obvious answer to a specific person.
b. Find
out what factors might be interfering with the success of your objective. You
want to be able to guide the discussion toward concrete evidence and specific
factors you can do something about.
c. Start to discuss
possible solutions.
d. Keep
the discussion “on topic.”
e. Watch
your schedule so you can close on time.
4. Close the
meeting.
a. Make
sure there is a common understanding about who is going to do what, and when.
b. Distribute
the “action list” to all members of the group.
If you
apply those principles, your meetings will be more productive and informative.
People
will be glad they came!
Professional Notes
The following self-administered
and self-scoring assessments from CRG will go a long way to help make meetings
more enjoyable for all.
- To help you understand the way you prefer to lead
meetings and give instruction, I recommend the Instructional Style Indicator.
This proven
communication and learning tool can instantly improve the instructional
performance of any educator, teacher, speaker, trainer, facilitator, coach, or
instructor.
- If you meet with the same people on a regular basis,
it would be a good idea for them to take the Learning Style Indicator.
It will ascertain—for them and for you—the way they prefer to learn.
- If you match your teaching
style to the learning style of the individuals in your meetings, you will achieve
better results!
Yours truly,
Neal Diamond
Who: | Ken Keis Presents | What: | CRG Assessment Systems Certification Workshop | Where: | Abbotsford, British Columbia | When: | February 10, 11, 12, 2011 | Register: | Register Now |
Who: | Ken Keis, Panelist on Diversity | What: |
Why Aren't You More Like Me?
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Pre-Conference Workshop: Why Aren't You More Like Me?
Canadian Counselling and Psychotherapy Association Conference
| Where: | Ottawa, Ontario
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Who: | Ken Keis Presents | What: |
Why Aren’t You More Like Me? Discover the Secrets to Understanding Yourself and Others
2011 National Association of Workforce Development Professionals Conference | Where: | Virginia Beach, Virginia | When: | May 18, 2011 | Register: | Register Now |
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Dying to Live: Health and Wellness Practices for the Workplace Professional
2011 National Association of Workforce Development Professionals Conference | Where: | Virginia Beach, Virginia | When: | May 18, 2011 | Register: | Register Now |
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Pre-Conference Workshop: Why Aren't You More Like Me?
Association of Image Consultants International Conference | Where: | Orlando, Florida | When: | May 19, 2011 | Register: | Register Now |
Who: | Ken Keis Presents | What: | Living on Purpose: From Mediocre to Meaningful
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