BUSINESS SKILLS TIPS 28 – MANAGING MEETINGS 2
Today I am back on the same subjects as yesterday, talking about managing meetings and this time focusing more on creating a useful Agenda so that you can get the most out of managing meetings.
It is truly advantageous to take the time before the meeting to create a workable Agenda, not only setting down in the body of the Agenda the points that will be discussed at the meeting but also to create a right hand column in which you identify who will be responsible for presenting that section of the meeting or the people who will be involved in that area and who are expended to bring information or outcomes to present at the meeting. It is a good idea to list the items that need to be presented by those people, perhaps under the initials of that person, for example, accounts, reports, articles, outcomes of phone calls or consultations, and so on.
To ensure that they bring the required information to the meeting and therefore avoid wasting everyone’s time, send out an email prior to the meeting reminding people what they are expected to bring, perhaps creating one e-mail and copying the contents to everyone who will be attending.
In addition, if you are holding online meetings there are many companies who supply meetings software for managing the meetings or recording them, including Skype and GoToMeeting to name just two.
So, making a success of your meeting entails holding people responsible for the information they are bringing to the meeting, and controlling the outcome, and keeping records of what transpired at the meeting and what people will take away from the meeting as an outcome, or tasks to undertake for before the next one. Whatever the outcome, learning the skills of managing meetings will ensure that all concerned remain happy with the process.