Attending a meeting doesn’t have to be pointless!
One of my pet hates is attending pointless meetings! To make sure I don’t go to any I ask five key questions before I send my acceptance.
There has to be a specific reason for the meeting and my skills and knowledge are needed in some way to achieve its aim. Without this you can find yourself wasting time and wishing you were elsewhere using your time more productively.
Every meeting should state and communicate its purpose. Meetings that have a clear aim set the right tone and environment for a successful meeting.
I will instantly refuse any meeting that does not have an agenda. Without this simple devise the meeting aim is unclear or non-existent, discussions will become side-tracked as they have no pre-defined focus or time limit and no one can prepare without a detailed structure.
An agenda plays a key role in keeping everyone focused on the purpose of the meeting. It clearly outlines the time allocation for each item and guides attendees in how they should best prepare. Your agenda needs to tell people whether you are going to invite debate or just want to clarify a situation in the meeting.
If I am sent a meeting request that does not clearly communicate how my attendance or contribution will help achieve its aim, it sets alarm bells off!
I ask myself has the request given me sufficient time to prepare my contribution or thoughts? If not my ability to participate properly will be impaired.
Does the time and date give me sufficient time to conclude my assigned actions? If not, is my time better spent performing my current action rather than taking part in discussions that could result in me receiving more assigned actions?
There are always circumstances where your attendance is compulsory and this should be explained why in the original request.
From past experience does the person requesting your attendance start their meetings on time? Do all the participants arrive prepared and punctually?
If not then I seriously consider refusing the request even if the aim is clear. This is because the behavior of other attendees will result in delays and interruptions that will make the meeting an ineffective use of my time.
Once I have committed to a meeting I make sure that I prepare fully and arrive on time.
Does the meeting have a chair? Are they effective in this role? I prefer to attend meeting where I know it is being run by a capable chair.
Without someone carefully managing discussions, time keeping and summarizing items a meeting can quickly switch from being an efficient operation to a free for all! A good chair keeps everyone focused on the meeting purpose and agenda.
By using my meeting agenda checklist I try to ensure the meetings I attend or hold are effective use of everyone’s time.
Paul Newton is the owner of Free-Management-Ebooks.com, providing free professional development resources for managers, and Psychometric-Success.com, helping people pass job selection tests since 2005. Paul’s free management eBooks cover everything from accounting principles to business strategy. Each one has been written to provide you with the practical skills you need to succeed as a management professional.