Here is a list of 26 ways to make meetings funner and more productive.
Click on the title to go to the article:
Meeting Ice Breakers: 26 Ways to Make Them More Fun and Productive
Monday, May 28, 2012
Bright Ideas For Funner, More Productive Meetings
If there is one thing we could improve in our never-ending lists of meetings, is to make them more fun and interesting, and of course - more productive!
Here is a list of 26 ways to make meetings funner and more productive.
Click on the title to go to the article:
Meeting Ice Breakers: 26 Ways to Make Them More Fun and Productive
Here is a list of 26 ways to make meetings funner and more productive.
Click on the title to go to the article:
Meeting Ice Breakers: 26 Ways to Make Them More Fun and Productive
Friday, May 25, 2012
Make Your Meetings More Effective
We seem to spend an awful amount of time in meetings. Many meetings seem to be unproductive and a waste of time.
This article provides tips on how to make your meetings more effective.
Click here to read the article.
This article provides tips on how to make your meetings more effective.
Click here to read the article.
Tuesday, May 22, 2012
Listening is Important
A good communicator is one who can listen well. This person can understand the feelings of the other person and react accordingly. This person does not let feelings get in the way and respond with anger. This person can moderate between others and come up with a solution (or a quick fix at least). This person knows that communication is sometimes blurred and misconstrued.
Meetings sometimes become a shouting match. A place where everybody wants their opinions to be heard and dismiss others as not having any merit. These shouting matches rarely produce any productivity. More often than not, it results in another meeting to take place to basically go over the same information that the current meeting should of covered. It can also lead to ill-gotton feelings against one another.
During a meeting it is vital to listen, as well as, give your opinions and feedback. The more you listen and consider what others are saying, the more you can formulate the best ideas for a productive meeting.
Meetings sometimes become a shouting match. A place where everybody wants their opinions to be heard and dismiss others as not having any merit. These shouting matches rarely produce any productivity. More often than not, it results in another meeting to take place to basically go over the same information that the current meeting should of covered. It can also lead to ill-gotton feelings against one another.
During a meeting it is vital to listen, as well as, give your opinions and feedback. The more you listen and consider what others are saying, the more you can formulate the best ideas for a productive meeting.
Friday, May 18, 2012
The Meeting Killers
Putting together a successful meeting from beginning to end without complications seems like an undaunting task. Even if you have everything ready for the perfect meeting environment, in comes the meeting killers. These meeting killers are ready to disrupt your meeting.
Read the article below on how to fight back:
Read the article below on how to fight back:
Meet the Meeting Killers
In the Office, They Strangle Ideas, Poison Progress; How to Fight Back
[Wall Street Journal Online]
Wednesday, May 16, 2012
Being Constructive
All opinions and criticisms during a meeting should be constructive. They should definitely not be personal.
Here are some guidelines to follow:
- unprofessional
- inept
- irresponsible
- or any other personal attacks
- worst
- should have
- would have
- could have
Remember this advice - CRITICIZE THE IDEA NOT THE PERSON. And when criticizing the idea, be constructive.
Here are some guidelines to follow:
- Don't be judgmental
- Don't call people:
- unprofessional
- inept
- irresponsible
- or any other personal attacks
- Don't use negative words like:
- worst
- should have
- would have
- could have
Remember this advice - CRITICIZE THE IDEA NOT THE PERSON. And when criticizing the idea, be constructive.
Monday, May 14, 2012
Productive Meetings
A presentation on how to have productive meetings.
Productive Meetings
View more PowerPoint from Debby McNichols
Thursday, May 10, 2012
Excusing Yourself from a Meeting
This past week I wrote a response on how to get out of a meeting on the website Quora. Actually, the person asked how to cancel or flake out of a meeting. You can click here to read the answer.
While many people would consider that, at times, even though they have to attend a meeting, they feel that it is a waste of their time. It is true that some meetings are, in fact a waste of time. And if you feel that you cannot attend (due to valid reasons or a made-up reason) you need to take some steps to avoid any backlash.
Here are the three things you need to do:
1) Contact the chair and other participants stating why you will be "absent" from the meeting.
Here is where you insert your white lie.
2) If there are any materials, information, etc... that is needed for the meeting,
send it directly to the chair or a member that will attend to relay the materials
to the participants.
3) When you "return" request a copy of the minutes and talk with attendees to
get information pertaining to the meeting. If there is any input you feel could
benefit others, you can provide your information to them, as if you actually
were in attendance at the meeting.
For additional reference to this situation, you can click here to read another submitter's answer also on Quora.
While many people would consider that, at times, even though they have to attend a meeting, they feel that it is a waste of their time. It is true that some meetings are, in fact a waste of time. And if you feel that you cannot attend (due to valid reasons or a made-up reason) you need to take some steps to avoid any backlash.
Here are the three things you need to do:
1) Contact the chair and other participants stating why you will be "absent" from the meeting.
Here is where you insert your white lie.
2) If there are any materials, information, etc... that is needed for the meeting,
send it directly to the chair or a member that will attend to relay the materials
to the participants.
3) When you "return" request a copy of the minutes and talk with attendees to
get information pertaining to the meeting. If there is any input you feel could
benefit others, you can provide your information to them, as if you actually
were in attendance at the meeting.
For additional reference to this situation, you can click here to read another submitter's answer also on Quora.
Sunday, May 6, 2012
Roles of the Chair and Participants
Everyone in attendance at the meeting has a role to play. Let's look at the roles and what is expected from them.
Chair's Role
The most important role at the meeting is the chair. We have previously covered the chair's activities in the preparation of the meeting. You can click here to read "Effective Chair Preparation."
During the meeting the chair needs to control the meeting. The chair should refrain from being biased and should not show favoritism or opposition against anyone. The chair can guide the discussion to the best course of action based on his/her opinion, but it should be done without stifling any of the members.
The chair also needs to control the members when there are interruptions or if things get heated. The meeting should not be a venue for hot debate or to vent frustrations. Also, if the talk starts to digress the chair can get everyone back on topic.
The chair is the facilitator of the meeting. In order for a successful meeting, the chair should:
Participant's Role
Each participant should be active in the meeting. This does not necessarily mean they need to talk throughout the meeting, but when called upon or when a comment should be made, they should do so. The more contributions that are made, the more ideas can flow and this can result in more productivity during the meeting. Also, it enables feedback from the other participants.
If you feel you need to interrupt, do it in a positive manner. Start with, "I am sorry to interrupt, but I should add..." Also, try to say something positive, rather than all negative. "Excuse me for interrupting, but I understand what you meant, but that plan will not work for this project."
Be sure not to let things get personal. Things can turn ugly quickly. Don't say mean things or feel that you need to be overly critical. Constructive criticism is always accepted, but do it in a manner not to offend or sound rude.
Chair's Role
The most important role at the meeting is the chair. We have previously covered the chair's activities in the preparation of the meeting. You can click here to read "Effective Chair Preparation."
During the meeting the chair needs to control the meeting. The chair should refrain from being biased and should not show favoritism or opposition against anyone. The chair can guide the discussion to the best course of action based on his/her opinion, but it should be done without stifling any of the members.
The chair also needs to control the members when there are interruptions or if things get heated. The meeting should not be a venue for hot debate or to vent frustrations. Also, if the talk starts to digress the chair can get everyone back on topic.
The chair is the facilitator of the meeting. In order for a successful meeting, the chair should:
- Ask and define questions
- Exam issues
- Evaluate suggestions
- Suggest solutions
- Encourage participation
- Make participants feel comfortable
Participant's Role
Each participant should be active in the meeting. This does not necessarily mean they need to talk throughout the meeting, but when called upon or when a comment should be made, they should do so. The more contributions that are made, the more ideas can flow and this can result in more productivity during the meeting. Also, it enables feedback from the other participants.
If you feel you need to interrupt, do it in a positive manner. Start with, "I am sorry to interrupt, but I should add..." Also, try to say something positive, rather than all negative. "Excuse me for interrupting, but I understand what you meant, but that plan will not work for this project."
Be sure not to let things get personal. Things can turn ugly quickly. Don't say mean things or feel that you need to be overly critical. Constructive criticism is always accepted, but do it in a manner not to offend or sound rude.
Wednesday, May 2, 2012
Opening the Meeting
The chairperson (aka chair) has the responsibility of presiding over the meeting. In preparation for the meeting, the chair should arrive early to make sure everything is ready.
Use this checklist:
Starting
You can begin by letting the participants know that the meeting is starting.
ex.) Ladies and Gentlemen, shall we start?
Welcoming
Welcome everyone and add pleasantries, such as, thanking them for driving so far or taking the time out of their busy schedule to attend your meeting.
ex.) I am glad to see all of you here today. I hope that traffic was not too bad.
Introducing
If there are any participants that may not know each other, then you should introduce everyone. If the meeting is within a team or group of participants all familiar with each other, then you can skip this part.
ex.) First of all, let me introduce Mr. Lee from ABC company. He is our supplier and soon to be business partner in our new venture. Mr. Lee, let me introduce you to Mrs. Han, the purchasing Manager. And this is Mr. Jones, from accounting. And next is Mrs. Smith, the Director of Purchasing. And this is ...
Apologizing for Absences
There may be absentees. It is a good idea to let others know if anybody is absent from the meeting.
ex.) I am sorry to say that Mr. Allen could not join us today because of a personal matter.
Stating Objectives
Clearly state why the meeting has been called.
ex.) The reason we are all here today is to settle our partnership agreement with the ABC company. As all of you know, we have been doing business with the ABC company and Mr. Lee for over ten years. With the solid relationship we have built, it is ideal that we form this partnership to benefit the both of us...
Setting the Agenda
Briefly outline the agenda.
ex.) As you can see from the agenda, we will look at costs, then ...
Expected Duration of the Meeting
Let the participants know how long the meeting will last.
ex.) This meeting will finish by 2PM today. We will take a break every hour and break for lunch at noon. We resume at 1PM.
Roles and Process
Briefly outline the roles of the participants and how the meeting will be conducted.
ex.) Mr. White will read the minutes from the last meeting and also take the minutes at this meeting. I will let each participant give their report in turn...
Use this checklist:
- Handouts ready and arranged?
- Equipment working properly?
- Refreshments set up?
- Nametags (if needed)?
- To start or delay if members don't arrive on time?
- Scheduled breaks?
- Redistribute the agenda?
Starting
You can begin by letting the participants know that the meeting is starting.
ex.) Ladies and Gentlemen, shall we start?
Welcoming
Welcome everyone and add pleasantries, such as, thanking them for driving so far or taking the time out of their busy schedule to attend your meeting.
ex.) I am glad to see all of you here today. I hope that traffic was not too bad.
Introducing
If there are any participants that may not know each other, then you should introduce everyone. If the meeting is within a team or group of participants all familiar with each other, then you can skip this part.
ex.) First of all, let me introduce Mr. Lee from ABC company. He is our supplier and soon to be business partner in our new venture. Mr. Lee, let me introduce you to Mrs. Han, the purchasing Manager. And this is Mr. Jones, from accounting. And next is Mrs. Smith, the Director of Purchasing. And this is ...
Apologizing for Absences
There may be absentees. It is a good idea to let others know if anybody is absent from the meeting.
ex.) I am sorry to say that Mr. Allen could not join us today because of a personal matter.
Stating Objectives
Clearly state why the meeting has been called.
ex.) The reason we are all here today is to settle our partnership agreement with the ABC company. As all of you know, we have been doing business with the ABC company and Mr. Lee for over ten years. With the solid relationship we have built, it is ideal that we form this partnership to benefit the both of us...
Setting the Agenda
Briefly outline the agenda.
ex.) As you can see from the agenda, we will look at costs, then ...
Expected Duration of the Meeting
Let the participants know how long the meeting will last.
ex.) This meeting will finish by 2PM today. We will take a break every hour and break for lunch at noon. We resume at 1PM.
Roles and Process
Briefly outline the roles of the participants and how the meeting will be conducted.
ex.) Mr. White will read the minutes from the last meeting and also take the minutes at this meeting. I will let each participant give their report in turn...
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