I thought I’d share with you guys some tips and tricks to optimize meetings and how to “make ‘em work”.

As many of us making our wages under the corporate world know, meetings do take away a LOT of time from the actual work. But meetings are a necessary evil, so to speak. If for nothing, it’s an excuse to have coffee and donuts. But then again, there are a few simple and logical ways to make them work for you, your team and your organization.

GM Tristan’s Tips on How to Make Meetings Work

1. Have an agenda – meetings will be better if you and your meeting-mates know what the heck you’re talking about. An agenda also allows the group to have a goal. If sending out a meeting invite, highlight the agenda, the actual points you want discussed and the goal of the meeting
2. Start on time – a no-brainer. Set out a good example and be on time yourself. Perhaps, they’ll take the clue and be on time for the next meeting. This also allows your meeting group to end on time if you stick to the agenda.
3. Have a meeting leader – a meeting leader’s responsibility should include, securing the venue, gathering all participants (updating them of changes should there be any), preparing any materials needed for the meeting, assigning who will take the minutes, among others. A meeting leader should be determined BEFORE the actual meeting rather than taking time to discuss and elect among yourselves.
4. Take good notes – although there will be an “official” minute taker, you should also be taking your own notes. Some things to consider: important facts, numbers, dates and figures; your own (or group’s) punchlist (to-do list) and the priorities once you have this list
5. Don’t be side-tracked - It’s ok to have side-comments once in a while. Off topic discussions account for extending meetings beyond the schedule. It’s your responsibility (even if you’re not the meeting leader) to remind both parties to take the discussion “offline”. But it should be noted when and who will lead this “offline” discussion and included in the minutes
6. Send out the minutes to everyone – once sent, follow-up critical tasks and priorities too. Sometimes following through is the number one cause of delays in execution and timelines
7. End on time – If you follow most of the tips above, you can have a fruitful meeting in less than an hour. For me, 30 minutes is optimal.

See? Meetings shouldn’t be clogging your entire work day.

Follow the tips above, share it and you’ll have more time to do the dirty work. Once work is done, it follows that you’ll have time for your self (hobbies) and of course, your family and loved ones.

Hope this helps!

GM Tristan

http://gmtristan.com

July 2009

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