As a manager of others, you probably have many meetings in the span of a week for many different purposes.
In fact, 30-50% of a manager's work time is spent in meetings.
Consider how much time you are attending or chairing meetings.
Are you getting as much out of the meeting as you are putting into the time spent in meetings?
At Priority, we focus on productivity and helping you find a better way to host and attend meetings. One of the commonly overlooked aspects of meetings is the planning of the meeting. Taking time to plan a meeting can improve your meeting outcomes as well as the amount of time spent in meeting with others.
With a 20-minute investment, most meetings can be significantly improved in efficiency and effectiveness. Spend 10 minutes answering these questions when you decide on the meeting and before inviting anyone.
What's the purpose of the meeting?
- What are the objectives you wish to achieve by the time the meeting is complete? Be realistic.
- Is a meeting the most efficient tool for these objectives? Sometimes an email or discussion may be enough.
- Who is needed to accomplish these objectives? Think of the meeting participants who need to be there to achieve your intended outcomes. You may not need everyone you usually invite.
- What will be the discussion points? These can become your agenda items. What is your estimated timing for each agenda item? You want to make the meeting a good use of everyone's time.
- What resources or background information should be sent to participants in advance?
Use your other 10 minutes, planning the flow and engagement techniques you will use. Considering these questions will help:
- How will you orient your meeting attendees for a powerful start? LINK to more Info
- How will you get everyone involved in the meeting?
- How will you keep any one person from dominating or derailing the meeting?
- How will you facilitate problem-solving, brainstorming and decision-making when necessary?
- How will you capture commitments and decisions for follow-up?