‘How to Get the Best Results From Meetings’
Some time ago I facilitated a VIP Planning Day for a small accounting practice. During the course of the day we reviewed the progress they had made since Planning Day we had the year before.
As we were reflecting on their achievements before planning the future, one of the partners made the comment on how crucial their weekly meetings were. Originally when I first suggested they have regular weekly meetings, the same partner thought it was a waste of time as he was focused on how much time it cost to have everyone stop work for that hour.
Being an accountant he was always focused on chargeable hours and if they are all in a meeting for an hour they are potentially losing in excess of $1000.
However, he soon learned how beneficial these meetings were to the productivity and profit of their practice. Here’s what he said :
“We use this time to discuss and implement systems, streamline and improve systems and procedures.
We feel that this is where we can resolve issues, gaining different perspectives and ideas, everyone has constructive input, we also brainstorm different ideas and create our newsletter.
We find that our meetings enable everyone to communicate openly, productivity is higher as we plan the following week, which is more cost effective and obviously time efficient.
The bottom line is these meetings keep the team happy as they feel their ideas are appreciated. It increases productivity and because we are more effective we make more money.”
I had shown this client how to run these meetings effectively. They did not happen ‘by chance’. You can follow these simple steps too…
1. Have an agenda circulated in advance to all attendees
2. Set time frames for each item and have the most important one to discuss at the top.
3. Only have those people who need to be there attend.
4. Have a strong facilitator to keep the meeting on track.
5. Start and finish on time.
6. Have the meeting in a private area without distractions.
7. All mobile phones to be switched off.
8. Type up a summary of that meeting with who is to do what and by when and circulate it within 24 hours.
9. Follow up to ensure action items are done
The Final Word
It’s very simple really. Regardless of whether you have face-to-face or ‘virtual’ meetings (by telephone or Skype), follow the same steps to get real results and never waste your time (or money)again at unproductive meetings.
About the Author: 
Lorraine Pirihi, The Productivity Queen, is Australia’s leading Productivity Specialist and creator of “The Productivity and Profit System TM” the complete one-on-one training program for solopreneurs and small businesses that shows business owners exactly how to work less and earn more! To receive your F.R.E.E. CD & Report “3 Steps to Dramatically Reducing Your Workload and Stress While Maximising Your Profit$! ($77 value) go tohttp://www.productivityqueen.com
December 12th, 2010 at 5:05 am
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