INSIGHTs & INTUITION

How do you ensure meetings are efficient and productive, without consuming too much time?

Providing meeting agendas, limiting the number of participants and agreeing on next steps and action items is my winning trifecta to ensure meetings are efficient and productive. Clearly defined agendas communicate the purpose and goal of the meeting, so participants can be prepared. Limiting participants to key stakeholders will help ensure that the discussion does not get convoluted or sidetracked. Finally, always end your meetings with agreed-upon next steps and a review of any assigned action items.

Diane Stiles

VICE PRESIDENT

LAKE AREA TECHNICAL INSTITUTE WATERTOWN, SOUTH DAKOTA

Efficient and productive meetings are key to communication in an organization. At Lake Area Tech, we employ the following techniques to maximize the use of time:

1. Communicate the purpose in advance, intentionally choose invitees and dedicate a specific amount of time. These components are often communicated within the shared calendar invite to avoid miscommunication.

2. Naturally, related issues arise in discussion. It is essential to write down these issues and schedule separate time to discuss with the appropriate group rather than taking up time in the meeting when the issue typically does not impact all attendees.

3. Online task management software assists with identifying and tracking progress on the most important issues facing the committee.

4. Documenting meeting outcomes through minutes allows participants to quickly and accurately disseminate the information to other key stakeholders after the meeting.