Stop Long Meetings!

We've all been in meetings that seem interminable. After a while we aren't really listening and when it's over we might wonder, "Do I have any follow-up to do from this meeting?" Below are some solutions to the interminable meeting.

If you're the one facilitating the meeting.

• Set a specific start time
• Start on time. By following this guideline everyone will learn that your meetings offer good stuff right from the beginning.
• If someone arrives late, carry on. Do NOT make everyone else wait while you bring the newcomer up-to-date. By avoiding backtracking attendees will learn that they want to be on time in order to participate fully.
• When you set the meeting, list how long the meeting will last. This allows everyone to plan the rest of their day. I have found it effective to say, "We're aiming to get this meeting done in one hour so we'll have to finish this topic and move on."
• Ask someone else to take notes so you're free to keep the meeting moving.
• Send an agenda of the topics to be covered and who is responsible for the various elements by listing their name or initials next to the topic.
• Conclude the meeting by summarizing the follow-up items and who is responsible. Often it's good to do that in the last few minutes of the meeting. Sometime it's necessary to do this step via minutes.

If you're attending a meeting called by someone else you want to maximize the effectiveness of your time invested.

To get the most out of meeting time:

• Arrive 5 minutes early. This allows you to get a good seat and to be prepared to start on time. Arriving early also shows gracious respect for the meeting organizer.
• Bring something to do in case there is a delay in the start. You might bring thank you notes to write, your to do list to prioritize, or an article you want to read.
• Elicit the agenda, duration, and anticipated outcomes of the meeting if you haven't received this information before arriving.
• Take notes. Put a check box in front of your action items so that you can quickly find your responsibilities in following-through after the meeting.
• If the group is going off on a social conversation and the business seems to be done and if you won't benefit by engaging in the networking opportunity, simply ask, "Are we all set? I'd like to get back to my office and take care of a couple of things if I'm not needed any further."

Comments

[Glenn (Customer Service Experience) Ross]

Consider listing the time for each topic on the agenda. For example:
9:00-9:10 Introductions
9:10-9:30 Topic A
9:30-9:50-Topic B

[John Trosko]

Susan,

You said it, I'll repeat it: start your meetings on time. You'll train people to be on-time and ready. Meetings can quickly become social hours. The cost of employee labor in lost time should be motivation enough... for starting promptly.

- John