October 26, 2015

Make the meeting effective

We all went through lots of meetings, but 80% ended up with rambling chitchat chewing up time while works remain undone. We do know there must be a problem but no one seems intent to make it right. With the realtime role play today, we have takeaways to make meetings more effective and efficient. I will start to practive with our team meetings:)

1. Spending more time on generating AGENDA.

Specific agenda is vital for a meeting as common problem afflicting the meeting is not having clear objectives. Meeting leader should spend a little extra time to talk with other team members and make objectives very clear beforehand, stick to them during the meeting with arranged time spent for each objective, so it will save more time at end.

2. Time managment

Time is precious and time management should be used everywhere. Start with the objectives that are in Important and Urgent collumn and move on to the ones in Important but not Urgent quarant. Prioritze the objectives beforehand and allocate appropriate time for each accordingly. Streamline the meetings as much as possible and do not waste time waiting for late comers.

3. Get everyone participative.

Give every members a chance to speak rather than having people dominating the meeting. Make sure meeting stays on topic and summerize each item and ask members to confirm it is a fair solution then make notes for followup. At the close, list all the tasks generated and allocate accordingly and summerize the next step actions.

Finally, ask for feedbacks to evaluate the effectiveness of the meeting whcih leads to continuous improvement!! Look who turn out here? It is EFQM Model hahah!

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