Page 10 - 2019 December E-issue

Get to the Point!

Making Meetings More Effective

Weve all done it. Weve all sat through meetings that were a participants. Do this both when you send out a meeting notice
complete waste of time, and weve sat through meetings that were and when you begin the meeting. It sets the expectations that
productive and engaging. Whats the difference? What bothers you participants must stay on topic. Here’s a process for you to plan a
about meetings? What makes a meeting great? In a previous article successful meeting:
we addressed being an effective participant. This article discusses 1. Determine meeting purpose
how to be a prepared chairperson. 2. List names of the participants you wish to attend
3. Determine what each participant will contribute
When I sit in a well-run meeting, I feel like I’m part of an orchestra 4. If a participant is deemed a non-contributor, remove from list
led by Leonard Bernstein. I feel like the great Lombardi is coaching
me. Were all in sync. We know our parts. We know why were Agenda
there and what needs to be done to create something wonderful. Always prepare an agenda. Yes, I said always. Even for quick, short
Sound a little over the top? Its not. Meetings are often one of the meetings, agendas focus everyone. When you write down items on
least planned, over scheduled elements of wasted productivity in an agenda, you commit yourself and your participants to focus on
organizations. Why? In part because few people who lead a meeting those items, not on their own agenda items. A good agenda
have been taught the skills and knowledge behind leading a good states the meeting objectives,
meeting. outlines the meeting in increments of time,
provides a checklist of items to accomplish and who will present
If you want to run a successful meeting, take note and then practice each,
these principles. allows the attendees to see a road map.

To Meet or Not To Meet Time
That should be the question of every chairperson. Many people call a Put some thought into your meeting time and place, and tie that
meeting when a meeting is really not the appropriate medium for the closely to your purpose and your attendees. For example, don’t
information they seek. Meetings are expensive. Add up the hourly call an 8:00 AM meeting the Monday after the Super bowl. You will
cost of everyone sitting in a meeting. The purpose should warrant lose out because everyone is tired. Schedule high energy or level
that amount of time and money investment. List all the ways in which of participation meetings between 8 and 9 a.m. Meetings at 3 p.m.
you could achieve your goal or attain the decisions or information allow participants time to recuperate from lunch. Also, schedule your
you need. Review them. Is there a faster, cheaper, or easier way to meeting in a well-lit and spacious room. People think better and work
get it? You should be conducting a mini cost-benefit analysis every better that way.
time you think about calling a meeting.
Run/Facilitate the Meeting
The PAT Approach During the meeting, its the chairpersons responsibility to guide the
Once a chairperson decides a meeting is appropriate, he or she meeting to a successful finish. As you oversee the meeting, keep
should use the PAT approach: these important factors in mind and ensure you do them:
Determine the Purpose • Be aware of the rules of the meeting (ex: Robert’s Rules)
Prepare the Agenda • Keep to the aim or objective of the meeting
Coordinate the Time (and Place) Remain fair with all participants
Start the meeting on time
Purpose End the meeting on time
As chair, you must have a razor-sharp focus on why (the purpose • Transition from one agenda topic to the next
of) you call a meeting. And, you must clearly articulate that to • Introduce the next topic or presenter

10 | The ROCHESTER ENGINEER DECEMBER 2019 get to the point