Meeting hygiene for effective time management

The secret of effective meeting management is revealed in 8 slides.

1. Meeting hygiene Vluchtelingenwerk Vlaanderen February 2018

2. structure to produce very effective and efficient meetings that get the job done Key Words Self -discipline <=> a strong will Things to do prior to , during and after the meeting ( not just during the meeting)

3. Agenda Make it ready and share with participants earlier, the day before for instance. Without an agenda, it’s the equivalent of scheduling a business trip without an objective! The more specific the agenda, the better the road map, and the more likely the success of accomplishing the stated objectives ! Adhere to your published agenda.

4. Predetermined and Stated Start/End Times The old saying that “ work fills the time allotted” is all too true in this context . It serves as both a reminder and a set of parameters for everyone involved. “ Stupid Puma Syndrome ”: Puma is believed to chase its prey according to its size . So he runs after a rabbit shorter than a deer in order not to waste time and energy. He accepts to lose and goes to find other food to eat . “ Stupid Puma” refers to someone who keeps chasing the same prey for too long, and loses more calories than that food is going to give him .

5. Only Necessary Materials Prepared/Distributed Distribute materials in advance. Send out the agenda and any accompanying materials well before the meeting – like the day before the meeting – with a request that people review them and come prepared to discuss. That material is everyone’s homework before coming to the meeting. You don’t want to waste everyone’s time by reading them your thoughts! Group time is precious, so leverage it to your best advantage.

6. Moderate the Discussion Have a moderator and a secretary of the meeting. The moderator´s role is to manage the time and adhere to agendas, to confirm out loud with everyone in attendance both the decisions made and the action items determined (if any) and people assigned to those action items. The secretary writes down the decisions , responsible individuals , timelines or due dates etc. ( and at Vluchtelingenwerk, puts the meeting minutes on the server within 3 days ).

7. Other points to bear in mind Make sure the meeting is necessary , and invitees are relevant to the topic. You may plan at the end of the meeting a 10-minute “varia” or AOB ( any other business) for any emergencies to be discussed . It is ideal to start right on time, but tolerance of 10 minutes is also a good idea . Stay in control all throughout the meeting. If one person insists on a tangent or personal agenda, certainly talk to them outside the meeting. Minimize use of electronic devices (if applicable). Make sure everyone knows what is next. Do follow-up after the meeting. Communicate - if necessary - before the next meeting.

8. “If you had to identify, in one word, the reason why the human race has not achieved, and never will achieve, its full potential, that word would be 'meetings .” – Dave Barry*    * Dave Barry is an American humor columnist.