How to run a quick meeting – Is there even such a thing?

conferences are still a primary component for business progress these days. Even with all the technology offered, we still find ourselves wasting many hours a week in meetings. Meetings are a good thing; they get people today face to face where it is possible to really talk to the person. This permits you to start a relationship, talk about thoughts and stories that are not generally about business. These kinds of conversations assist you to build trust, likeability and a determination to work with other people on company projects. In reality, they can be a means to developing a successful workforce.



With all of that being said, meetings are sometimes viewed as a waste of time. They go over the designated time and can go off on never-ending points. Sometimes the only thing accomplished is the need for more meetings. So what can be done to run a "short", productive conference? Begin by thinking of conferences from two places of accountability: the first is the facilitator or person who called the meeting (let’s call that person the MC); and the other individual is the attendee/employee. Both have some regulations that needs to be adhered to- primary business and professional behaviors and courtesies. However, these guidelines need to be clearly communicated and understood by all participants. It's hard to play by the rules if you don’t know them!



Let's start out with the regulations for the MC. Most importantly, aside from perhaps the weekly staff meeting, the MC ought to only call a meeting if it is really needed. When you need to have a conference, set the day, time and duration of the conference. It’s essential to always set a conclusion time for every conference and to end on time!



Share the list of things to discuss earlier to give each member time to assemble their material for the meeting. The list of items to discuss should clearly point out the day of week, date, start and end time, and location of the meeting. Don’t assume everyone one knows.



The list of items to discuss needs to have points of discussion that can be gone over within the time set. A great deal of action items can begin the conference off on a unfavorable tone since those attending will know if there are too many items to cover. You will get more participation from individuals if they know they can count on the meeting running smoothly and on time. Remember, the adult attention span in meetings is short.

Include only those employees who have to participate and who have something of value to bring to the meeting. Think of each person's role in the meeting. If you have somebody that will only be able to provide to one action item, then discuss that one first. Excuse the person at the conclusion of the discussion. They will thank you for your sharp recognition and appreciation of their work time.



Set the ground rules and stick to them. Be early and ready to begin the conference on-time, even if everyone is not there. Don’t go back and "catch-up" late comers. It’s unprofessional, irritating and poor business etiquette for them to be late. They can make their own arrangements following the meeting to get filled-in on what they missed. The only exception to this rule might be if a senior level executive comes late and requests a summary of the meeting.



And as challenging as this might look, don’t let cell phones on the table or to be used throughout the meeting. Unless the group is dealing with life and death situations, most text messages, emails and phone calls can wait until the meeting is concluded.



Keep the meeting on track and concentrated on the agenda items. Off topic items and individual side-bar conversations only prolong the meeting. Designate someone to take notes so a follow-up of the actions decided and action items still open can be published quickly after the meeting. This person can also aide in staying to the agenda and time. Every conference needs a time keeper!



Guidelines for the requested member of staff are very simple. There is a good reason your name was on the list, so be all set for your part of the discussion and to make a contribution. Be on-time. This shows you care about other peoples' time as much as you value your own. Concentrate while in the meeting and turn off your cell phone.



The "quick" meeting is doable. It requires every person to try and do their portion and play by the rules. Every person involved will thank you for it!



Marla Harr is the founder of Business Etiquette International, and regularly offers workplace conduct courses. You can follow Marla on Twitter @etiquetteusa or find out more about her classes by visiting www.actwelldowell.com.