Meetings: Get To The Point

Upon a brief review of my site analytics, I noticed something striking. For the month of February, almost nine percent (9%) of my page views are for one thing:  Free Meeting Minutes Template Back in March 2009, I wrote a post about helpful tips for running a meeting.  With it was a free copy of my meeting minutes template.  So, I think it's time for a brief refresher with a few updates.

When Hosting a Meeting:

[1] Write out the purpose of the meeting with actionable events in mind. e.g. “Provide an updated status, identifying risks and opportunities, and identify new action items.”

[2] Identify your attendee list but only keep those you can map to the actionable events listed in step 1.  There is a difference between an attendee list and a communications distribution list.

[3] Create an agenda.  Never schedule a meeting without a written agenda. A meeting without an agenda is inefficient and a waste of time.

[4] Identify who will run the meeting and who will take notes. It should not be the same person.  Both people should know their roles before the meeting begins.

[5] Ensure discussion points align to the agenda. If the conversation drifts off topic, recommend taking the discussion to another forum.

[6] End the meeting by having the note taker read back discussion points and the action items. Make sure there is a consensus before the meeting ends.

[7] Send out the meeting minutes within one to two days. Consult your distribution list to ensure all necessary people get a copy.

As a disclaimer, I hate meetings.  Many are unnecessary.  But, when meetings are necessary, get them done as quickly as possible.  Get in, get to the point, get out, get back to work.

Bonus Recommendations:

[1] Start on time. If you don't start on time, you can't finish on time.

[2] Do not schedule your meeting to end at the top or bottom of the hour. I'm a fan of the 22 minute meeting.  Have meetings end a little early.  Some people need to get to other meeting and this will help prevent them from being late.

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Free Meeting Minutes Template

Click here to download the Meeting Minutes Template

Back in March, I wrote a post about helpful tips for running a meeting.  With it was a free copy of my meeting minutes template.  Here is a brief refresher when hosting a meeting: [1] Write out the purpose of the meeting with actionable events in mind. e.g. “Provide an updated status, identifying risks and opportunities, and identify new action items.”

[2] Identify your attendee list but only keep those you can map to the actionable events listed in step 1.  There is a difference between an attendee list and a communications distribution list.

[3] Create an agenda.  Do not ever arrange a meeting without a written agenda.  Your meeting will suffer scope creep in the worst possible way.

[4] Identify who will run the meeting and who will take notes.  It should not be the same person.

[5] Ensure discussion points align to the agenda.  If they don’t, recommend taking the topic to another forum.

[6] End the meeting by having the note taker read back the discussion points and the understood action items.

[7] Send out the meeting minutes within one to two days.

Please note I don't recommend using this for a Daily Scrum or Stand Up Meeting.

Helpful Hints For Project Meetings

People generally go to meetings because they are asked to attend. With a simple click of the mouse, they accept. Rarely do they respond to your request with the why did you invite me question. Some accept and just don't show up. These are contributing factors that sway a meeting from productive to unproductive.  I sometimes see people go an entire day and only attend meetings. When do they get actual work done? We all know that answer. Here are a few helpful hints for the next meeting you organize. [1] Write out the purpose of the meeting with actionable events in mind. e.g. "Provide an updated status, identifying risks and opportunities, and identify new action items."

[2] Identify your attendee list but only keep those you can map to the actionable events listed in step 1.  There is a difference between an attendee list and a communications distribution list.

[3] Create an agenda.  Do not ever arrange a meeting without a written agenda.  Your meeting will suffer scope creep in the worst possible way.

[4] Identify who will run the meeting and who will take notes.  It should not be the same person.

[5] Circulate the completed agenda and collateral documentation prior to the meeting.  Have some on hand in the event people don't bring their own copies to the meeting.

[6] Provide different means of attending the meeting.  e.g. In person, via telephone, via web meeting.

[7] Start every meeting on time.  If you don't start on time, how do you expect to finish on time?

[8] Ensure discussion points align to the agenda.  If they don't, recommend taking the topic to another forum.

[9] End the meeting by having the note taker read back the discussion points and the understood action items.

[10] Send out the meeting minutes within one to two days.

Here are a few helpful hints for the next meeting you are invited to or attend. [1] Upon receiving an invitation, ask yourself if it is really necessary to attend this meeting.  It could be you just need to be kept informed.  Ask to be included on the meeting minutes distribution list rather then attending.

[2] If you are going to attend, arrive on time!  It is rude to walk into a meeting after it has started.  Have a little respect for the other attendees.  They found it important enough to arrive on time, why can't you?

[3] Know which agenda items pertain to you prior to coming to the meeting.  Be prepared.

[4] Verify the published meeting minutes for accuracy.

I hope this helps you get the most out of your project meetings.  As an added bonus, I am including a link to my free Meeting Minutes Template.  You can also find it by navigating to my Free PM Templates page.

I welcome your feedback and suggestions.

Regards,

Derek