TOW#532 — Efficient meetings
This week’s tip was inspired by meetings I’ve had in the past, as well as recently, with people who arrive without a notebook or something to write on — at least to jot down the main points of a meeting, if nothing else. You know, what’s most important is that at those meetings decisions are made that we might then ask ourselves: when did we talk about that?!
All of that only complicates and slows down the whole process and leads to delays. Delays in themselves cost money, expressed in the (non-productive) time of those involved and materially (time is also material), but here I’m talking more about real money, as a result of a delayed product or service on the market, and the possibility for profit.
Therefore:
- Visual aids — whenever you have the opportunity, have something to write on — paper, a pen, borrow paper/a pen, use a mobile phone and the options it has available. I don’t want to preach, but just to remind you that you have many options: NOTEs, email (send them to yourself), Word or any other application. Not only will you be cool, you’ll also have things written down, at least the most important bits;
- Know/select what you want to remember — you must be going to the meeting because something needs to be discussed (if not, then at least define what you’ll be discussing before you begin). That way you’ll know what it is that you should probably remember, and you’ll be focused;
- Repeat — if you really don’t have anything to write on, talk with the other participants about what was discussed and what was agreed, both so that you can remember it and so you can confirm the agreed points;
- (pro)Active — if you want to remember many things from a meeting, be (pro)active. If you have nowhere to write down what was discussed/agreed, being pro(active) during meetings will later help you remember what was mentioned and (maybe) what was agreed upon. When I say (pro)active, I mean asking questions, active listening, active participation, answering questions/queries, and so on;
- Participants — you have to know the participants at the meeting and their posts. Nor for nothing, but in that way you’ll be able to prioritise the things that you definitely need to remember. At the same time, it’ll also help to remind you of what was agreed because you’ll be able to recall who sat where, who said what, and who wanted which thing done by when…
To conclude, even if for some reason you arrive totally unprepared for a meeting (make sure it doesn’t happen again), there are still plenty of ways you can help yourself, as well as others, to avoid pointless meetings and to ensure that the things that are agreed upon proceed properly and in the right direction!
Wishing you success with the changes to come,
@kalinbabusku
Member of the Team
MACEDONIA-EXPORT Consulting
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