Good morning loyal readers!
How many meeting each day, week, month, quarter, or year? I bet some of you full for meeting only, even only reach your work at afternoon. Is it good? It’s not and some of the meeting only waste your time. Sometimes your presence only for 5 minutes from one hour meeting or even just listening some parties debate their opinion with no result.
Like a Queen song “Too much love will kill you – If you can’t make up your mind – It’ll drain the power that’s in you – Make you plead and scream and crawl – And the pain will make you crazy”. Too much meeting will drain-out your energy, away from your initial professional plan. It’s like parents have discussion with their little children – not focus on discussion and just want to go away for playing.
Basically, organize and structuring a great meeting is similar when we study from elementary until university, or when planning your own life. To be more focus, need to structuring meeting based on type, duration, and nature of company’s business. Of course, many tips of meeting could be apply, but need a little adjustment for some business. I will share some tips based on my experiences as a professional and independent governance risk consultant. Its combination with many industries that my clients work in.
- Set objective setting. Its similar with your KPI and dept annual plan, that approve by parties before the target year. Before meeting, ensure each party understand and agree with meeting objective. No need meeting if everybody could have a clarification before the time. Also, some clarification like: looking for input or just inform?
- Careful what your wish for. I mean that if you wish for input, just invite capable peoples; if related with change, just invite people who have a big impact.
- Set type and duration of meeting. Is it regular, ad-hoc, operation, business builder, strategic, etc. Type of meeting will lead to meeting duration. Note: we will discuss later after this.
- Set a meeting ground rules. It will make participant more focus. It including for technology, like gadget limitation. No body can focus if they just stare on their own smartphone or laptop.
- Put your agenda and time limit, on flip chart or other media that can be seen by all people. I have experience when conduct train the trainer with huge topics for only 2 days. So many questions arise if I just following them. But, since I stick on the agenda that I wrote before start meeting, I just saying, lets back to agenda and leave your questions on parking lot. This parking lot is a form to compile all questions and will answer at the other time.
- Take no hostages. I bet you have experiences someone or group monopolizing conversation. As a meeting leader, you have a right to call him out in front of others. Just say that “We are very appreciate with your contribution. Let continue in separate season. Now, we also want to hear others input. So, stick with our agenda”.
- Comply with your duration. In my experience, an hour is the the most longest time. Stick with time agenda, start and end on-time. If you appreciate others time, participant will appreciate yours. I bet every participant in your next meeting will be more focus and always choose you as a meeting leader, since they know there time is valuable.
- Follow up. Make a minutes meeting that include follow up action, who in charge, pic, delegate, target date, etc. Just simple and easy to read. The most important thing is send it within 24 hours!
Now, after you know general rules for effective meeting, lets go in detail. In “Pre-meeting section” above, we discuss about type and duration of meeting. Each meeting that conducted by our department have main goal – to achieve company’s goal/KPI that derive to department and personal goal / KPI. If we back to our annual plan that created for and agreed with before target year, it divided into two main section: by type (regular, ad-hoc, project, strategic), and by duration (short-medium-long target). Of course, there are limitation of budget, but we put aside this matter now. It similar with meeting that can be divided into 3 type of meeting (source: http://www.ceo.com/flink/?lnk=https%3A%2F%2Fhbr.org%2F2016%2F04%2Fa-step-by-step-guide-to-structuring-better-meetings&id=334717)
- Content: huge information, need a forum, time-sensitive, need quick response, managing operation.
- How to do: introduction objective from leader, make the round table; focus on short-term priorities/risk, wrap-up.
- Time: weekly.
- Content: monitor progress and course correct on ongoing projects.
- How to do: create one team member for be a sponsor in each agenda, make a round table, focus on medium-term priorities/risk, wrap-up, and make a sponsor be accountable for.
- Time: monthly.
- Content: achieve vision/goals, using enterprise risk management.
- How to do: blowing people’s mind, start with leading indicator/high risk, focus on long-term priorities/risk, generate ideas, choose a champion to do further research, wrap-up.
- Time: quarterly.
I hope you understand that each meeting have each characteristic.
- Be smart when create, invite, wrap-up, and follow up meeting.
- Be on-time to start and end meeting.
- Structuring a meeting based on type and duration.
Have a good day!