meetings suck - a 10 step program to better meetings!

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A 10 Step Program to Better Meetings

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Page 1: Meetings Suck - A 10 Step Program to Better Meetings!

A 10 Step Program to Better Meetings

Page 2: Meetings Suck - A 10 Step Program to Better Meetings!

Meetings suck …

They don’t have to

Page 3: Meetings Suck - A 10 Step Program to Better Meetings!

Why 10 steps?

Because 8 is not enough and 12 is too many

So raise your right hand and repeat after me …

Page 4: Meetings Suck - A 10 Step Program to Better Meetings!

Have a purpose1

Page 5: Meetings Suck - A 10 Step Program to Better Meetings!

Pur•posenoun

noun: purpose; plural noun: purposes

1. the reason for which something is done or created or for

which something exists. "the purpose of the meeting is to

appoint a trustee”

Why do you even need a meeting?

Page 6: Meetings Suck - A 10 Step Program to Better Meetings!

2 Have an agenda

Page 7: Meetings Suck - A 10 Step Program to Better Meetings!

Take the time to plan

List your agenda topics in order

Number of topics should not exceed your meeting length

Align all of the topics to the meeting purpose

Send the agenda and all pre-work in the invitation

Page 8: Meetings Suck - A 10 Step Program to Better Meetings!

3 Invite the right people

Page 9: Meetings Suck - A 10 Step Program to Better Meetings!

Think about the right meeting attendees

Is this person part of the purpose?

Will they contribute to the agenda?

Can they provide a new or different perspective?

Is this someone who has authority to make a decision?

Will they read the pre-work and come prepared?

Page 10: Meetings Suck - A 10 Step Program to Better Meetings!

4 Know the environment

Page 11: Meetings Suck - A 10 Step Program to Better Meetings!

Have you been to the location before today?

Is the room configured properly for a meeting?

Will there be adequate seating?

Are there potential distractions?

Is there a phone line?

How about internet? Projector? Screen? Whiteboard?

Can you work the lights?

Page 12: Meetings Suck - A 10 Step Program to Better Meetings!

5 Start on time

Page 13: Meetings Suck - A 10 Step Program to Better Meetings!

OK … so starting on time is not easy

Not all people respect a clock

Set the expectation that you are starting on time

Then start on time … even if the exec is lateYou can brief the exec on stuff after the meeting

Page 14: Meetings Suck - A 10 Step Program to Better Meetings!

6 Use the pre-work

Page 15: Meetings Suck - A 10 Step Program to Better Meetings!

If you sent it … you must use it!

Follow the agenda … follow the agenda

Use the work you asked people to review

Seek feedback from your reviewers as appropriate

Make sure you have read your own pre-work

If you are not using it … do not send it out

Follow the agenda

Page 16: Meetings Suck - A 10 Step Program to Better Meetings!

7 End on time

Page 17: Meetings Suck - A 10 Step Program to Better Meetings!

End the meeting when you said it would end

You are obligated to respect the clock

End at the conclusion of your agenda

It’s OK to end early

Ask permission to add time if you are running long

Otherwise… end on time and schedule a follow-up

Page 18: Meetings Suck - A 10 Step Program to Better Meetings!

8 Say thank you

Page 19: Meetings Suck - A 10 Step Program to Better Meetings!

“A thank you goes a long way”

Everybody has a busy schedule ... acknowledge them

Everybody wants to be appreciated

Everybody likes a little humility now and then

Everybody works a little harder after a thank you

Page 20: Meetings Suck - A 10 Step Program to Better Meetings!

9 Follow-up

Page 21: Meetings Suck - A 10 Step Program to Better Meetings!

Follow-up on assignments and promises

If you made a promise follow-up

If you assigned a task follow-up

If you could not answer all the questions follow-up

If you aren’t sure they “got it” follow-up

If you didn’t “get it” follow-up

If in doubt follow-up

Page 22: Meetings Suck - A 10 Step Program to Better Meetings!

10Improve

Page 23: Meetings Suck - A 10 Step Program to Better Meetings!

Never stop improving

Practice your organizational skills for every meeting

Ask people “how the meeting went”

Learn from meetings you attend

Focus on making your meeting different

Learn multiple styles

Page 24: Meetings Suck - A 10 Step Program to Better Meetings!

RetroFit Communications

[email protected]

Los Angeles, Ca.

(310) 626-4312

Doland White

President, Founder