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Time Management Training Effective Meetings

Time management training Effective meetings

Time management training Effective meetings

Meetings take up a lot of time.
And many meetings can degenerate into a waste of time.

Have you ever attended a poor meeting which was a waste of your time?

You are not the only one!

Because time is money, meetings should be conducted properly!
Luckily we know that there are proper ways to do anything.
The intelligent thing to do is to map out what "the proper way" is, and then follow the instructions given by the map.

For instance:

There are proper ways:

  1. To build a house
  2. To bake a cake
  3. To repair a puncture
  4. To do your tax returns

Here is the truth:

If you do the wrong things, you get bad results.
If you do the right things but in the wrong order, you get bad results.
If you do some of the right things but omit others, then you get bad results.
If you do everything right but throw in extra unnecessary ingredients, you get bad results.

Learning the proper ways to do things means:
Learning to do the right things, in the right order, without omission and without the addition of extraneous things that should not be there.
Let us apply these principles to meetings

The right things for a good meeting means the following:

  1. You should have an agenda
  2. You should have a good chairperson
  3. You should have a good note taker

An agenda is a written document that details the items for discussion and the decisions that need to be made. Without an agenda you will waste time money and effort. Agree an agenda in advance and stick to it.

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Most people feel they need help with time management. How can you get more done in the same amount of time? How can you stop other people wasting your time? If you want to know how, then click here to find out more about our time management training course.

You should have a good chair person:

The chair person is the person who directs and controls the activities in a meeting. The chair should have good people skills and have the respect of the delegates. The chair should stick to the agenda.

The chair should be able to handle the various types of delegate including:

  1. The joker: the guy who thinks his role in life is to crack jokes.
  2. The digresser: the guy who can't keep his mind on the issue but keeps wandering off track.
  3. The cynic: the guy who thinks everything is wrong and it's all a waste of time.
  4. The railroader: the guy who thinks only his opinion counts.
  5. The introvert: the guy who has good ideas but not the confidence to speak up.

You should have a good note taker

The note taker (minute writer) is the person who is good at taking accurate contemporaneous notes

  1. To record decisions
  2. To record action plans
  3. To record who said what

The notes are important because they:

  1. Act as the permanent record of events
  2. Resolve any later disputes relating to what was agreed
  3. May be a legal requirement
  4. Record WHO was assigned which tasks

The meeting should start on time

That means delegates should be on time!
If possible don't wait for late delegates.
It wastes everyone's time.

When I am running a course: My policy is to get there early and start ON time no matter what.

I can never be sure he will turn up at all.
Delaying messes up the agenda timings.
Delaying gives respect to a bad practice.

Finish on time or before the stated finish time

Don't overrun unless you are convinced that:

  1. The delegates are free of other commitments AND
  2. You are adding value to the organisation

Don't allow the meeting time to be taken up with worthless activity

Remember the rule:
If you do everything right but throw in extra unnecessary ingredients, you get bad results.

So be wary of meetings that have too much:

  • Idle banter and office politics i.e. who is in favour and who is not.
  • Worthless chatting about current affairs from the news: i.e. the lasted government policy.
  • Un- productive moaning and complaining, i.e. complaining about the traffic or the weather.
  • Back stabbing and plotting, i.e. telling people how angry you are about the way you've been treated and what revenge tactics you are planning.

All of these are worse than a waste of time; they are counterproductive: because such conversation often turns the atmosphere negative and you cannot do too much productive thinking in a bad atmosphere.

Summary for good meetings

  1. You should have an agenda
  2. You should have a good chair person
  3. You should have a good note taker
  4. The meeting should start on time
  5. Finish on time or before the stated time
  6. Don't allow the meeting time to be taken up with worthless activity

Back stabbing and plotting, i.e. telling people how angry you are about the way you've been treated and what revenge tactics you are planning.

If you agree with this approach and you want to know more about the time management training please follow this link to our time management training course

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