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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?
These strategies can be used to improve the 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. The group leader could be the moderator, or team members can rotate this responsibility.
- Facilitate 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.
Evaluate how effectively team members communicated with one another.
Include, in the evaluation, decisions about how the next meeting could be improved.
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Case Study
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