some of these are pretty good. personally, i occasionally find myself in charge of a committee (currently, a hiring committee). i always try and avoid meetings if we can accomplish things via email. we started back in October and 70+ candidates later we've only held 1 meeting thus far. the first interview is next week. i am so proud. <br><br>anyway, here's the tips for more effective meetings. some may apply to you.<br><br>[color:"darkblue"]1) Avoid meetings. Test the importance of a meeting by asking, "What happens without it?" If your answer is, "Nothing," then don't call the meeting.<br><br>2) Prepare goals. These are the results you want to obtain by the end of the meeting. Write out your goals before the meetings. They should be so clear, complete, and specific that someone else could use them to lead your meeting. Also, make sure they can be achieved with available people, resources, and time. Specific goals help everyone make efficient toward relevant results.<br><br>3) Challenge each goal. Ask, "Is there another way to achieve this?" For example, if you want to distribute information, you may find it more efficient to phone, FAX, mail, e-mail, or visit. Realize that a meeting is a team activity. Save tasks that require a team effort for your meetings.<br><br>4) Prepare an agenda. Everyone knows an agenda leads to an effective meeting. Yet, many people "save time" by neglecting to prepare an agenda. A meeting without an agenda is like a journey without a map. It is guaranteed to take longer and produce fewer results. Note, without an agenda, you risk becoming someone else's helper (see tip #6 below).<br><br>5) Inform others. Send the agenda before the meeting. That helps others prepare to work with you in the meeting. Unprepared participants waste your time by preparing for the meeting during the meeting.<br><br>6) Assume control. If you find yourself in a meeting without an agenda walk out. If you must stay, prepare an agenda in the meeting. Collect a list of issues, identify the most important, and work on that. When you finish, if time remains, select the next most important issue. Note: you can use a meeting without an agenda to recruit help for your projects.<br><br>7) Focus on the issue. Avoid stories, jokes, and unrelated issues. Although entertaining, these waste time, distract focus, and mislead others. Save the fun for social occasions where it will be appreciated.<br><br>8) Be selective. Invite only those who can contribute to achieving your goals for the meeting. Crowds of observers and supporters bog down progress in a meeting.<br><br>9) Budget time. No one would spend $1000 on a 10¢ pencil, but they often spend 40 employee hours on trivia. Budget time in proportion to the value of the issue. For example, you could say, "I want a decision on this in 10 minutes. That means we'll evaluate it for the next 9 minutes, followed by a vote."<br><br>10) Use structured activities in your meetings. These process tools keep you in control while you ensure equitable participation and systematic progress toward results.</font><br><br>from: <a href="http://topquicktips.metrolity.com/20655.php">http://topquicktips.metrolity.com/20655.php</a> (it's being dugg and i pasted it because the site went down when i checked).<br><br>--<br>"I am mindful that diversity is one of the strengths of the country" --president bush on 9/27/05
I think too much stock is put in email as a means to achieve a goal. Sure, it's a great way to disseminate information to one individual or many. But, IMHO, it often undercuts a true consensus — which is really the goal of any meeting. <br><br>A poorly planned meeting, or one that is called solely to dispense information with no dialog is absolutely a waste of time. But where real discussion is key, you can't beat meatspace. An inflection, the angle of an eyebrow, a sideways glance — even the feel of a handshake — can make a monumental difference in the outcome of a meeting. These are things you can't attach to an email.<br><br>I have one client who will only communicate via email. Even when I call him on the phone, he lets his VM pick up, and then emails me a reply! It can take hours to get a point clarified, effect a change of mind, or discuss an issue. It also costs him a lot of revision charges because the communications are without depth, where a 10-minute phone conversation — or gawdforbid a meeting — would have covered everything at once.<br><br>Yeesh!<br><br>
Meetings: A way for a group of people to express to others what they have avoided accomplishing since the last meeting. See also "lazy" <br><br>CreativeGuy for daily tips, tricks and commentary on all things graphic design.
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consensus is not always possible even in a face to face meeting. with a client, you may have to reach a consensus before deciding on a particular direction, so i can understand that. but with a hiring committee of 6 or 7 members, there will rarely be consensus throughout the process. i used email to have folks rank their top candidates and give each a weight along with the rankings so we could try and narrow down our field of applicants. this was a good use of email i thought because folks had time to think about things and then Microsoft Excel did the dirty work. <br><br>when your goal is to get group input and have meaningful discussion then face to face might be better, but i also think that there are people who are much more effective if they have time to write their responses down and send an email as opposed to speaking their responses on the spur of the moment in a meeting.<br><br>--<br>"I am mindful that diversity is one of the strengths of the country" --president bush on 9/27/05
Number two should be: if you do not have anything to say in a meeting, don't say anything.<br><br>I don't know how many meetings I go to where each person has to put their two minutes in. If there are 15 people then there goes 30 minutes. <br><br>I don't go to meeting which do not have an agenda prior to arrival or do not have a person chairing the meeting with moving an agenda along skills. This is a real skill. Cutting people off before they lead the meeting off track has to be done. If the chair doesn't know how to do that without ill will occurring they shouldn't chair the meeting. Fining consensus and tabling points that need no further discussion. <br><br>These skills are put to the test in a conference call of five or more. Chair has to be tough and people need to keep quitet unless they really have something to add. Conference calls can be very effective and are much cheaper than plane fare.<br><br><br><br><br>
1. Apply an appropriate amount of curmudgeonry at a committee meeting and you'll no longer be asked to be on committees.<br>2. There's no 2. <br><br><br><br>Old farts, the hidden caulk of civilization. Jim Atkinson<br>
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