How to Optimize Meetings that Span Across the World

Tip 1: Knowing each individual’s time zone

Tip 2: Schedule meetings well in advance

Tip 3: When mentioning dates, mention the time zone used

Tip 4: Show consideration for those who have been inconvenienced by the meeting

Tip 5: If possible, arrange meetings by time zone

Tip 6: Use technology to keep everything organized

Click here to read in detail.

[from meetingmiser.com]

 

Three Key Aspects of a Sprint Planning Meeting

Three Key Aspects of a Sprint Planning Meeting
By Faisal Mahmood
You should consider following three key elements if you want to have a fruitful Spring Planning meeting.

1. Preparation
2. Negotiation
3. Mechanics

1. Preparation
Well, the preparation occurs ahead of the Planning. However, it is of paramount importance.
Product Backlog grooming is the main ingredient of the preparation. The Product Backlog grooming helps the Team and the Product owner to

• Get a solid understanding of the Product Backlog items, especially ones at the top.
• Save valuable time in the Sprint Planning meeting. They can avoid long and often times painful discussions.
• Understand and prepare for the resource requirements

The Sprint Planning is a time-boxed meeting.The Team needs to discuss, understand and agree on the Sprint Goal within this time-box. It needs to devise an initial Sprint Backlog. The Scrum Team will find it hard to wrap up the discussion if it doesn't prepare well. It will struggle to agree on the scope of the Sprint.
This potentially can ruin the whole Sprint.
2. Negotiation
The Product Owner wants certain Product Backlog items completed during the next Sprint. She want to ensure that the project remains on track. The Product Owner puts her ideas and requirements forward during the Sprint Sprint.
But, this is the start of the discussion between the Team and the Product Owner. They negotiate on the items and the Sprint scope. The Team members ask questions to clarify the scope of the items. They want to reduce ambiguity.
Many times the Team finds out that

• The Product Backlog Items proposed by the Product Owner will require more work than the Team can do within a single Sprint
• The Team will need to do additional work to deliver items required by the Product Owner. This stems from technical, design, and feature dependencies.

So the Scrum Team negotiates the scope and many times the order of the Product Backlog Items. It adds more information to a few items. It reduces the scope of certain items to enable the Team to complete them in a Sprint. This is the negotiation that occurs during the course of a Sprint Planning.
3. Mechanics
Sprint Planning meeting is a critical meeting. So the whole Scrum Team participates in the meeting. This means the Scrum Master, the Product Owner and the (Development) Team. The Scrum Master facilitates this meeting.
The Team considers

• The amount of work it can deliver in a Sprint, called Velocity
• Planned vacations etc. calculate Team capacity and availability for the Sprint

The Scrum Master facilitates this meeting. Sprint Planning consists of two logical parts.
I: the Team and the Product Owner discuss and agree on the scope of the Product Backlog Items aimed for the Sprint. Then they agree on a Sprint Goal. The Team refines (or defines if they have just started the project) the Definition of Done. This is the what part. They have agreed on what needs to be done.
II: the Team creates a plan to deliver the selected work, the Sprint Backlog. This is the how part. The Team usually breaks down the selected items into small tasks.
And the Sprint gets going.
Faisal Mahmood is the author of the book Agile Adoption Mistakes. Faisal is Certified Professional Scrum Trainer and Agile coach. Faisal leads Agile Training and Scrum Certification courses in London, UK and around the world.
Article Source: http://EzineArticles.com/?expert=Faisal_Mahmood
http://EzineArticles.com/?Three-Key-Aspects-of-a-Sprint-Planning-Meeting&id=6959124

Effective Meetings - Meeting Excess?

Effective Meetings - Meeting Excess?
By Arnold Monk
Overview:
Meetings are not the most well-liked element. They could be viewed as a waste of space for a lot of people. Thus, if you must have meetings how could you boost productivity?
Are there too most meetings?
This is a query that must be asked, however, many fail to do so. Any meetings will interrupt the work arrangements, however, they additionally have a direct impact on that work program. It's unfeasible to run a project of any duration without some kind of control and effective meetings meet that need. Before considering their frequency, think about the purpose of particular meetings. Exactly what are they trying to achieve? Exactly what contribution will they call for, both in regards to data, personnel and documents?
Additionally, consider the interruption to usual work methods over all of the involved departments. As soon as you have answered this, the topic of meeting regularity can be put forward as a component of the agenda of the first meeting. It is essential to obtain the understanding of all those team members and to get agreement for the meeting purpose.
Are meetings too prolonged?
I think we pretty much know the answer to this one? I have attended meetings that have kept going way past their allotted time. The primary issue is that a meeting could well begin with everybody enthused and well motivated, but, can deteriorate, quite swiftly, if the meeting is drawn-out. Prolonged meetings quickly demotivate everyone and definitely impact notions for future meetings.
If you plan a meeting try to keep to the agenda timings. Free up time in the agenda for summing up crucial events, actions and an opportunity for suggesting other points not yet dealt with.
It is normally the situation that, if a meeting is considered essential, the greater time it takes. There is no logical justification for this, so, be warned of board meetings.
Ambiguous groundwork:
Many team members at company meetings show up ill equipped. This might take the shape of a pen and paper or a wish to leave as early as they can. Poor preparation weakens many meetings. If you are asked to deliver a presentation on a subject then make certain that it is to the point and has the vital underlying facts.
Is this necessarily the team members offense? It is the chairperson's responsibility, alongside the reliability of minuted actions, to help reduce these incidents. When a person is invited to present information make certain that they understand what is required.
Ambiguous function:
We have already referred to this. This is the fundamental part of any meeting that must be absolutely clear. If this is in position it is unlikely that individuals will drift beyond the planned topic and meetings will be more to the point.
Having said that, it is not uncommon for the chairperson, or person setting up the meeting, to believe that the reason of the meeting is apparent to everybody. Make certain it is by pronouncing it implicitly and ask for thoughts from anyone who could be unclear.
Ideally, the couple of ideas above will make sure there are, at least, a few effective meetings.
As well as writing articles about items covering effective meetings, for example, we give plain jargon free strategies and information covering a wide breadth for business and personal use. If you wish for more help and advice why not check out Risk management
Article Source: http://EzineArticles.com/?expert=Arnold_Monk
http://EzineArticles.com/?Effective-Meetings---Meeting-Excess?&id=7106721

Serving Refreshments at a Meeting

If you feed them, they will come. Providing food at a meeting or other event can promote attendance and provide a welcoming atmosphere. If youÕve been asked to prepare refreshments for a meeting or workshop, here are some factors to consider. Click here to read the rest. [from www.berea.edu]

Taking Meeting Minutes

A easy to read PDF file that covers the basics of taking meeting minutes. 

Also includes an example.

Click here to go to the PDF file.

The Eight P's of Office Meeting Protocol

1.  Be Punctual
2.  Be Prepared
3.  Be Participatory
4.  Be Positive
5.  Be Productive
6.  Be Polite
7.  Be Proactive
8.  Be Professional

Click here for detailed information.

[from ezinearticles.com]

5 Tips for Introducing Yourself at Your Networking Meeting

Before you say, "Hello my name is..." read these tips to make a better impact at your next networking meeting.

Networking is a process. It is a sequence of events and touch points with your contacts. It is critical that you follow your networking process. It is also important that you make each touch point count. One of the most common touch points is introducing yourself at the networking meeting.

If you want to make the best impression when you introduce yourself use the following tips to present yourself with greater impact. Be a smart networker by making a positive impression every time you speak.

Drink Water
Before you speak drink water - not coffee and never alcohol. Why? Water lubricates your vocal chords, improves your voice and gives you needed fluids that you lose while speaking. Room temperature water is best. Cool water is acceptable. Avoid ice water because it is harsh on your vocal chords. Avoid dairy products (cheese and milk) because that creates phlegm in your throat which makes you gag and cough. Coffee contains caffeine which might make you more nervous and it is a diuretic that dehydrates you. Alcohol both dehydrates you and clouds your judgment. Stick with water.

Emphasize Your Name
While introducing yourself to one person or a group, emphasize your name, so they hear it, feel the respect you have for your name and remember it. State, "My name is (short pause) George (short pause) Torok (smile)." Say it loud enough to be heard. Most importantly - say it much slower than you normally do and smile.

You know your name so you might get tired of saying it. But there are people at the meeting who don't know it and you want to be sure that they hear it and remember it.

When someone asks you to repeat your name - don't be annoyed - be honored and state it proudly (for the millionth time).

Make Your Name Memorable
If your name is unusual, difficult to remember or pronounce, say it extra slow and repeat it, 'Torok'. Help them remember it by adding, it sounds like 'tore - rock.' You might add, It means 'Turk' in Hungarian. Or you can call me 'nickname'.

State a funny word that your name rhymes with or spell it slowly.

When you can have fun with your name people will like you more. If you make people laugh as you explain your name, they will remember you.

Stand and Wait for Everyone's Attention
It's your turn to stand up and give your 30-second presentation at a networking meeting. Stand up. Look proud. Don't play with your chair. Pause. Wait until you have everyone's attention before you speak. It might take a few seconds. It might seem like forever. When you speak it makes your information seem more valuable - and they will hear you.

Use Action Verbs
When you are telling people what you do, use action verbs and words that paint pictures of results. Avoid using nouns ending in 'tion'. These used to be action verbs. Don't say, "We are in the telecommunication business." Instead say, "We install and maintain phone systems for small and medium sized business." "We specialize in designing customer friendly systems for busy offices with unique needs." Use the word 'specialize' - it suggests that you are special.

Networking will pay off for you when you are noticed and remembered. Use these tips to speak well and to be better noticed and remembered at your networking meetings.

[from  –www.bestmanagementarticles.com— ]

Useful English Phrases for Participating in a Business Meeting

Click here to go over useful phrases used during a meeting.

These expressions are mainly for the person that English is their second language, however everyone can use the expressions.

Seven Steps to More Productive Meetings

Inefficiency is a big drain on your bottom line, so meet wisely.

FROM Business Insider|July 16, 2010|

 

Click here to read.

 

Business Meeting Etiquette

Business Meeting Etiquette

Etiquette in business can come in a variety of forms – be it a business lunch to your choice of attire at an awards ceremony but the most crucial area in which etiquette can mean the difference between a company gaining or losing thousands of pounds is in a meeting setting. There are different types of meetings. They can be both formal and informal and can be held with clients customers or fellow colleagues but the one thing they all have in common is that they usually result in success or failure. And, if you only get one area of etiquette correct in business, it’s important that it’s during a meeting situation.

Click here to continue.

[from worketiquette.co.uk]

Liven Up A Meeting

Here are some humorous ways to liven up a meeting.

Click here to read.