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Strategies for Managing Meetings
What is it?
Teams often do a lot of their work in meetings. Unfortunately, meetings
can take a lot of time without accomplishing much if not managed carefully.
Who uses it?
The manager or the team members.
Why use it?
The strategy can be used to improve productivity of meetings.
How to use it?
There are five major strategies for increasing the productivity of meetings:
- Use an agenda: Each meeting should have an agenda. The agenda
should include the items to be discussed, a time limit for each item, and
the person responsible for each item.
- Select a moderator who is responsible for keeping the meeting
focused and moving forward. The group leader could be the moderator, or team
members can rotate this responsibility.
- Commit to participation and communication: The moderator should:
try to encourage everyone to participate; facilitate communication by
summarizing and synthesizing ideas and presenting conclusions; regulate whose
turn it is to speak; and intervene if the discussion breaks down or goes off
track.
- Take minutes: One person should take notes on the main themes
and the key points that are discussed during the meeting. Be sure to include
who committed to do what work by when, etc.
- Evaluate the meeting: Always review and evaluate each meeting.
Include in the evaluation decisions about how the next meeting could be improved.
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