If you dont have reasons to meet, or if you have reasons not to
meet, you can always cancel. No body ever complains about a canceled
meeting, do they? But every time you do have a meeting, make it worth
it worth their time and energy to be there.
1. Get Ready: You really have to know your stuff to explain it to others.
Do your homework. Review your reasons(s) for holding the meetings and
the out come(s) you want.
2. Get the meeting place ready: Make sure youve got the flip chart
and markers and overhead projector ready. How about visuals? Refreshments?
Seating arrangements? Put them in rows facing front if you want them
to sit quietly and listen. Put them around a table if you expect them
to take an active part in the discussion.
3. Get them ready: Dont pass out of a think report to start the
meeting and expect folks to read react on the spot. Even the most willing
workers wont be able to do a good job. When do they need
to know before the meeting? Get information to them at least two working
days ahead of time. Sure, some would not read it. But many will, and
theyll come prepared.
4. Get out an agenda: What ever else you send them before the meeting,
be sure to circulate an agenda. Emphasize action items and spell out
recommendations you plan to make. If they need to bring some things
with them (like their calendars, so you can plan yet another meeting)
tell them now.
5. Get rid of bad talk: Dont let your meeting degenerate in to
personal attack or disintegrate in to multiple side bar discussions.
Here are few some ground rules other groups have found helpful
Use I Statement in sharing your perceptions. Not: This
meeting is a stupid waste of time.
Before you spend
all the time their time, though, consider giving a little time off as
a reward for a job well done, a head of schedule. You cant give
them anything they Ill appreciate more and that could motivate
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