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How much do you dread meetings? Chaos or Organized – it's up to you!

Which comment below best expresses how you feel about meetings?chaos-field

  1. I feel embarrassed when I go to a meeting and don’t have what I need.
  2. I hear good ideas in meetings, but later I can’t remember them.
  3. Meetings are a waste of time, nothing ever seems to get done.

Meetings are any purposeful gathering of two or more participants where information or ideas are shared.

* Meetings work best when they have a defined objective, agenda, action items, and outcomes.

Meetings can take place in person, virtually, or include a combination of the two.

* Face to face meetings tend to be naturally collaborative.In virtual meetings you need to be better prepared to drive collaboration.

Meetings can either be informational, collaborative, or working sessions.

* Since there are different kinds of meetings, you will need to be clear with the participants what you expect of them.

  • When your goal is to communicate information, make sure to plan time for interaction.
  • When your meeting is for collaboration, make sure to drive toward a clear objective.
  • When your meeting is a working session, make sure to plan enough time to accomplish the necessary tasks.

Meetings can happen once or be recurring.

  • If your meeting is a one-time meeting, make sure your objectives are clear so you can finish everything you need to accomplish.
  • If your meetings are recurring, you will need to organize to keep track of action items and make sure there is follow through from week to week.

You can effectively manage any kind of meeting if you follow these steps:

  • Prepare.
  • Before meetings, leaders and contributors prepare agendas, materials and presentations.
  • Attendees need to schedule enough time for the meeting and plan to arrive on time.
  • Attendees must be prepared to take notes, and should have reviewed any material that was sent to them prior to the meeting.

Capture.

  • During meetings, all participants need to capture ideas, decisions and tasks.
  • It is critical to record all important tasks, dates, expectations and other details.

Transfer.

  • After meetings, results need to be extracted and immediately transferred into “To-Do” or “Reference” items.
  • Get all actions on a calendar, even if they are just following up with others on their tasks.
  • Remember these simple principles and your meetings will be more productive and you won’t feel like you’ve wasted time.

Two weeks ago I wrote my very first blog.  I used information I had found invaluable to my becoming organized for my position at Print & Copy Factory as the Customer Relationship Specialist.  I proofed the information and thought I had given credit to the source where the ideas came from.  Opps, I evidently left it out in my mad rush to get the blog posted.  All this information is from the Smead.com website.  There is a lot of info on this site that will help you get organized and feeling less stressed.  I would like to encourage you to go to Smead.com and do some of the exercises and read the entire articles.  Thank you Smead.com for helping me get control of my life.

We got this link through the IAAP, Bellingham Chapter website, another organization Print & Copy Factory is proud to be a member with.This week I am covering the topic of MEETINGS from the Smead.com site.

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