MONTHLY WORDS OF WISDOM

SEPTEMBER 1999

MEETING MANAGEMENT

             We all attend too many meeting.  Some meetings are more productive than others.  The following points on meeting management are not new but should be reviewed every once in a while.  Suggestion:  Make a copy of this list and attach it to the agenda for your next meeting.

1.     Explore alternatives to meeting – conference call, FAX, E-mail, correspondence, etc. 

2.     Limit attendance to only those involved in a project/assignment. 

3.     Keep the participants to a minimum. 

4.     Choose an appropriate time.  (Late meetings are usually the least productive.) 

5.     Choose an appropriate place/environment. 

6.     Define the purpose clearly in your own mind before calling the meeting. 

7.     Distribute the agenda in advance and give fair notice (2-4 days in advance). 

8.     Time-limit the meeting and the agenda. 

9.     Start on time. 

10. Assign minutes-taking responsibilities. 

11. Hold a stand-up meeting if appropriate. 

12. Start and stick to the agenda. 

13. Control interruptions – allow only for emergencies.

14. Accomplish your purpose – make assignments or obtain approvals/agreements. 

15. Restate conclusions and assignments to be carried forward, at the closing of the meeting.

16. End on time. 

17. Expedite the preparation and distribution of the minutes.

The above points on meeting management come from the "Red" workbook used in the Project Management & Control course.  We do not teach any course from a workbook but give the 200 page Red-book as a reference and resource.  We try to teach our courses around real life situations. 

Comments are always welcome to Paul Saunders at 615-367-1717 or Paul@SaundersSystems.com.