2/10/2024 0 Comments Arrange a room free onlineLet others know in advance if you will be discussing private or confidential matters to prevent participants from dialing in from a train or busy cafe.Provide instructions on how to share screens.ALWAYS ask people to test their connections before dialing in and ensure they have downloaded the software they need.Tell people if they don’t need to be at the meeting to leave (and don’t hold a grudge if they do).Put the important stuff at the start, as agendas are always pushed.Set out what you want to achieve at the start.Introductions can take ages, so if everyone knows each other, don’t bother.If you’ve been to as many meetings as we have, you’ll know that timekeeping is often an issue, so set out the rules of engagement in the agenda. As well as breaking down the process of the meeting, an agenda acts as a timely reminder. Send a meeting agenda in advanceīefore your meeting, send out an agenda to everyone. If your meeting request contains parts 1-4, you’ll achieve 5. Everyone lives happily ever after (until the next crisis).The people in the meeting will be responsible for delivering the solution.At the meeting, you’ll discuss the problem and agree on a solution.You’ve got a problem that affects all of you in some way.It sounds like common sense, but state upfront what the meeting is about, what you’re trying to achieve, and why the person (or persons) are invited. When asked to attend by your boss, MD, CEO, or senior manager, people will often make the time or face the consequence. If it’s critical that a meeting occurs on a specific date or at a particular time, then go with that. If you don’t have access to calendars, you can set up an online poll to find a suitable time. (Before checking calendars, see the tip above.) When proposing a meeting, it’s a great idea to check that the people who matter are available. Is your calendar a solid block of booked-out time with no breaks at all? That’s because meetings have increased an incredible 70% since the covid pandemic. You can always keep others in the loop by recording the meeting and sharing clips using tools like tl dv or taking notes and sharing them afterward. But generally, keeping online meetings to 2-5 people is good practice. How many people is ideal, then? Well, as with most things, it depends. The more people there are to speak, the longer and harder it becomes to hold the conversation. Meetings with more people also tend to be less efficient. Start with those people who have to be there and invite them and nobody else. Problem: Too many people are invited to meetings they don’t need to attend.The more people there are in a meeting, the less efficient they are. The average executive spends 23 hours weekly in meetings, leaving little time to do what they’re paid to do. The world is experiencing meeting madness,’ says the academics writing in the Harvard Business Review.
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