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Our January Newsletter feature article "Making Meetings More Productive"
created an unexpected buzz. In response, we wrote another article "The
Power of Staff Meetings" in our April edition. Thanks to your
encouraging comments, this month’s article presents two tried and proven
tools to boost meeting effectiveness.
So you want to tune-up your meetings. We hear you. Our readers have said
"We spend more time in meetings than we do outside of meetings," and
others have asked "Are there any tools that will improve our stressful
meetings?" The two best tools are—the "Meeting Activity Report," and the
"Meeting Effectiveness Critique."
Meeting Activity Report (Download
the PDF form now)
It might not look impressive, but if you use it properly—it will
transform your meetings—guaranteed. It’s only two pages, but it packs
quite a punch. In fact, it addresses all ten of the "Meeting Absolutes"
in the first article (January 2010 Newsletter). Do we have your interest
yet?
So how will this tool help to keep meetings on track? It’s all in its
versatility. There are six main sections. The first lists the attendees,
name of meeting, department, date, etc. It’s basic but needed. The
second section, "Meeting Objectives," should be discussed and agreed to
at the beginning of the meeting. This will focus the meeting.
Since this tool also serves as minutes, the "Key Issues or Discussion"
Section is an ideal place to capture noteworthy discussion points. It is
a valuable record that provides ongoing continuity, and ready reference
to past meetings. The next section, "Action Assignments," is used to
document action items. It stresses accountability.
The fourth section, "Agenda Topics for Next Meeting," is
self-explanatory. Its value is two-fold. First it provides meeting
direction and continuity. Second, since the "Meeting Activity Report"
should be distributed at the end of the meeting, everyone will have the
agenda in advance of the next scheduled meeting. This also supports the
development of Meeting Objectives.
"Meeting Review," the last section, is a balanced critique. Meeting
participants should have an opportunity to express what they liked, and
what needs to improve, for the next meeting. We recommend a balanced
critique during the last five minutes of each meeting—in the spirit of
continual improvement.
Meeting Effectiveness Critique (Download
the PDF form now)
This powerful tool has only one purpose, to transform meetings—from bad
to good—and from good to great. It is time-tested, and when used
properly, will deliver impressive improvement. It focuses on twelve
meeting attributes that collectively contribute to meeting nirvana. You
doubt this? OK—here’s how.
This is a more formal approach to the "balanced critique." We recommend
that the "Meeting Effectiveness Critique" be used periodically (e.g.
every 3-4 meetings), but at least once a quarter. Our clients use it in
several ways, and we’re confident that you will find your own creative
approaches.
Consider this. Have each participant complete the Meeting Effectiveness
Critique at the end of the meeting. Next, ask each participant who rated
any meeting attribute in the 1-2 range to describe why. After that is
completed, look for trends. Usually discomfort issues will cluster
around a few meeting attributes.
Next, explore ways to increase the effectiveness—one meeting attribute
at a time. Make sure to document the recommended action on the Meeting
Activity Report. You should discuss improvement in these areas (at the
next meeting) during the balanced critique. This will determine if
additional work is needed.
Put these tools to work, and you just might be amazed at the results.
Here’s to your quest—to transform meetings—one meeting at a time.
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