Becoming a Better Boss Secret 14: Meetings with Staff – A Checklist

Meetings are often considered one of the primary sources of wasted time! Too bad, because when done right, they are one of the most effective tools a boss has in running an effective operation. It is essential that you are meeting regularly as a team and that when you meet, you are productive.

Defining the purpose of the meeting and preparing an actionable agenda are two critical components of running a productive meeting that are often overlooked by bosses.

Purpose

First, decide what specific purpose your meeting will have. If the purpose is simply to share information or communicate news, why have a meeting? Send an Email!

For example:

• AGENDA ITEM: New Policy
  Meet to discuss how to specifically implement a new policy. Don’t meet to review what an employee can read on their own. The purpose of the meeting is not “New Policy.” The purpose of the meeting is to define how to implement the new policy.
• AGENDA ITEM: Customer Service
  Meet to discuss ways to improve customer service. Don’t meet to review a report that shows statistics indicating you need to improve customer service. The purpose of the meeting is to develop action steps to improve customer service.
• AGENDA ITEM: Budget Cuts
  Meet to discuss how to absorb the cuts without cutting services or people. Do not meet to cry in your bucket over something you can’t control. The purpose of the meeting is to develop an action plan for absorbing new budget cuts.

Agenda

An agenda is your written plan for the meeting. Your agenda:

1. States the purpose of the meeting.
2. Guides the meeting toward accomplishing the purpose by keeping the discussion on task.
3. Ensures you meet defined and desired outcomes.

Use this checklist to ensure you are leading effective meetings.

BEFORE
◊  Define specific purpose. What will be your expectation for success?
◊  Write agenda. Include purpose on agenda.
◊  Invite only those who have a role in accomplishing the meeting purpose.

DURING
◊  Start on time – end on time.
◊  Set ground rules with the group. As part of this define:

*  Who is participating and why?
*  Start and stop times (specific).
*  How the group will reach decisions and identify action steps.

◊  Define roles:

*  Appoint someone to keep a list of action items as you move through discussions.
*  Appoint a facilitator to keep conversation flowing equally and to keep on task.

◊  Involve all participants and make them feel valued.
◊  Before ending, review action list and confirm understanding of what will happen next.

AFTER
◊  Do follow-up communication as needed with those who were (and were not) there.
◊  Send out the action list from the meeting showing action items, assignments, and timelines.
◊  Follow up on the action list to ensure appropriate progress is being made.

SAMPLE AGENDA
1. Welcome and Introductions*
2. Meeting Purpose: Agree on how to make our meetings productive.
3. Item 1 – Brainstorm ideas for improving our meetings.
4. Item 2 – Come to consensus on process and ground rules for future meetings.
5. Summary
6. Action Item Review

*[NOTE: DON’T SKIP THIS. PEOPLE NEED A MINUTE TO GET FOCUSED.]

Say goodbye to waste of time meetings! If you don’t have a defined purpose and an actionable agenda, don’t meet.

For more information and 24 more secrets, check out Becoming a Better Boss – Your Guidebook to 25 Fundamental Management Responsibilities now available at Amazon.com!