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Get
the Most out of Meetings
Bizland
Journalist
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While meetings can be a good way of coming to decisions and sharing information, if not conducted effectively, they can be a big waste of time! When planning for a meeting, you should ask yourself whether the time spent planning for and conducting the meeting paid off with the end result. Here are some ideas on how to get the most out of meetings.
Conducting Meetings
| * | Don't hold unnecessary meetings for the sake of having a meeting - if time is allowed for discussion, discussion will occur, even if there is nothing important to discuss. Conduct meetings only when something occurs that warrants them, such as when a decision needs to be made or a problem needs to be solved. |
| * | Create a prioritised agenda for the meeting, to keep the meeting focussed and to the point, and distribute this in advance so that everyone attending is well prepared. |
| * | Allot a set time for the meeting and try to stick to it. Holding a meeting just before lunch or home time will force people to be brief and to the point, and setting the meeting at an unusual time helps to ensure punctuality. Don't wait for latecomers, as this wastes everyone's time, unless of course they are crucial to the meeting. |
| * | Try limit the number of people at a meeting - you will waste other people's time if they are not required to be there, and the more people contributing to a discussion, the longer the discussion will be. Make sure that what was discussed at the previous meeting has been adhered to, and at the end of the meeting, make an action plan so that everyone is clear as to the outcome. |
Attending Meetings
When you attend a meeting, make sure that you are:
| * | punctual |
| * | well prepared |
| * | involved |
| * | attentive |
| * | brief |
| * | focussed |
Conclusion
While meetings can be a good way of communicating and coming to decisions, they can also become a waste of time if not adequately prepared for in advance. When you invest your valuable time you need to make sure that the result justifies your investment. Prepare ahead, stick to the agenda, and keep it short!
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