Never go to a meeting without an agenda
Design an agenda for an effective meeting
- seek input from team members-select relevant topics
- list agenda topics as questions the team needs to answer
- is the purpose of the topic to share information, seek input for a decision, or make a decision.
- estimate a realistic amopunt of time for each topic
- propose a process for adressing each agenda item
- specify how people should prepare
- identify responsibility for leading each topic-first topic is 'review + modify agenda as needed'
- end the meeting with a plus delta evaluation
- what did we do well?
- What do we do different next meeting?
Book to Read:
Smart leaders, smarter teams - Roger Schwarz
A Meeting has 3 purposes
1.inform and bring people up to speed
2.seek input from people
3.Ask for approval
Schedule shporter meetings-go quicker as people have to prepare:
- set timer for each part of the meeting
- Invite no more than 8 people if u need a decisionbrainstorm up to 18
- updates/recive info up to 8
Before a meeting, tell your team that silence = agreement
Meeting Prep Checklist
Have you ...
- Identified the specific purpose of the meeting?
- Made sure you need a meeting at all?
- Developed a preliminary agenda?
- Seleted the right participants?
- Assigned roles to participants?
- Decided where and when to t hold the meeting and confirmed availability of the space?
- Sent the invitation, notifying participants when and where the meeting will be held?
- Send the preliminary agenda to key participants and other stakeholders?
- Sent any reports or items needing advance prepartion to participants?
- Followed up with invitees in person, if appropriate?
- Identified, if appropriate, the decision-making process that will be used in the meeting?
- Identified, arranged for, and tested any required equipment?
- Finalized the agenda and distributed it to all participatns?
- Verified that all key particpants will attend and know their roles?
- Prepared yourself?
Stuck in a terrible meeting
- be brave,
- play dumb,
- be a helper and take notes
Find a root cause of meeting's lack of focus and sugest a solution.
Today is backwards day. We’ll follow our agenda—backwards. We’ll start with the action steps, move to the discussion, and then on to the reports.
Making Every Meeting Matter
- use the word Jellfish to identify when meeting is drifting off topic
- refocus a meeting after someone inturrupts
- polite ways to decline a meeting
- What is the value of the meeting?
- am I the right person to attend?
- is meeting a priority for me?
- can I stop the meeting - can I recommend someone else?
- can I contribute in advance
- can I attend only part?
How to interject
- have we thought about...
- did anyone mention...
- another option we may want to consider is...
- is it worth revisiting...
Disagre, be blunt. be cagey. be productive.
Always end meeting by
- confirm key disscusons + next steps
- develop communication
- gather session feedback
- turn on video for visual cues
- cut of status updates
- encourage collabrative problem solving
- give each person time on the agenda
- kill mute
- ban multitasking
- check in
- assign a Yoda - keeps everyone inline
These are notes I made after reading this book. See more book notes
Just to let you know, this page was last updated Wednesday, Jul 18 18