Managing Meetings (Synopsis & Templates) Introduction - time wasting and time management If workers are asked for their top three office timewasters, likely answer would be 'meetings, meetings, meetings' Everyone knows importance of time management - within that area, managing meetings is one of the most important skills Here's some tips to increase your effectiveness in oiling the wheels of that notorious pitfall of office life - 'the meeting' Meeting problems Everyone knows the problems with meetings - the ones where.... - only some are in the know about what is to be discussed - the agenda is so loose it veers all over the place - the agenda is so tight that last-minute issues are left unexplored - people arrive late - they've gone to wrong room at the wrong time - the room proves totally unsuitable - it's too small, too hot, there's no facilities - the AV technology doesn't work - things go on too long - the meeting over-runs, causing much impatient watch-glancing - no decisions are taken - nobody knows who is to do what at the end Meeting villains Everyone can recognise them.... - the dictatorial chair who controls with rod of iron - no-one has their say - the weak chair who treats the agenda as a work in progress and lets everyone run riot - the self-important waffler who goes on and on about every tiny point - the silent lurker who slips in and out and you don't know who they are or why they're there - the PA who hasn't got key information to hand when asked for it - the contributor who stumbles through an item because they didn't know they were being asked to lead the discussion on it and hadn't read a background briefing The ideal meeting Every knows how they would like things to be - a meeting that is... - well planned and organised without seeming over-controlled - business-like but not totalitarian - tightly planned with a clear agenda and time-scale, but with flexibility for all issues (including last-minute ones) to be raised and for all who want to to have their say - clear and decisive in its conclusions on all agenda items, and with clear responsibility allocated for all action points How to achieve it Only way is old mantra 'organisation, organisation, organisation' Close planning on your part at every stage from pre- to post-meeting tasks Pre-meeting - scheduling Key points to have organised in advance include... - giving a good amount of notice to all involved - allow for confirmation and any necessary rescheduling [use of Outlook 2003 meeting scheduler] (1) - getting good location and facilities (AV) and catering - having a clear idea of purpose of meeting and constructing an agenda which reflects this - preparing and circulating the agenda with - as a minimum - nature of meeting, start/end times, location, topic headings and details (and time allocated), key personnel (presenters, facilitators, contributors to each topic) (2) [Template 1 - meeting agenda] - giving a last-minute reminder to key personnel, and checking key background documents to be read have been received - thinking of any eventuality that might happen or any mishap that might remotely occur Management of the meeting On the day itself, key tasks include.... - checking all facilities for all stages are there and in working order - having a sign-in sheet and ensuring everyone fills in all details, and knows who everyone else is through introductions (3) [Template 2 - sign-in sheet] - knowing clearly in advance who is doing the vital task of minute-taking (you or a deputy), and that you/they have good minute-taking tools e.g. Microsoft One-note (4) - having all information that was anticipated to hand, if requested during meeting - ensuring that the meeting is not concluded till a clear set of action points has been drawn-up and responsibilities clarified to those affected, and date set for next meeting Post-meeting - minutes and action points After the meeting, the following are vital tasks... - writing up and distributing a set of minutes e.g. Outlook 2003's Meeting Workspace, which helps you to plan and organise meetings too, with shared agenda as well as minutes (5) - ensuring the minutes format highlights action points and responsibilities and timeframe for completion (6) [Template 3 - minutes action sheet] - having a post-mortem with any key players about what went right/wrong and noting points for improvement next time Conclusion You can take the heat out of meetings if you are organised and follow through a clear step-by-step procedure at each stage [Additional Template 4? Checklist of pre- to post-meeting 'to do' points?] [Templates - inspiration from Microsoft template site (esp. notes (2), (3), (6) below) : http://office.microsoft.com/en-us/results.aspx?Scope=TC&Query=meetings&Origin=HA011511411033&CTT=5 [Template 1 - meeting agenda] - A4 sheet (portrait or landscape?) - key meeting details at top - title/issue, date, location, time from/to, called/chaired by - grid with numbered list of topics down left; column headings across top e.g. 'topic', time allocated, topic speaker/leader, relevant documents/reading [Template 2 - sign-in sheet] - A4 sheet (portrait or landscape?) - key meeting details at top - title/issue, date, location, time from/to, called/chaired by - grid with blank spaces for names (pre-printed or sign in on day?) down left; column headings across top e.g. name (print), name (sign), company/position/department, contact (phone, mobile, e-mail, fax etc.) [Template 3 - minutes action sheet] - A4 sheet (portrait or landscape?) - key meeting details at top - title/issue, date, location, time from/to, called/chaired by, present/apologies - grid with numbered topics down left; column headings across top e.g. topic, summary discussion, action points and assigned person, timescale/deadline for completion - details of next meeting - date, time, place (+ summary of action points and responsibilities to be completed by then?) [Additional Template 4? Checklist of pre- to post-meeting 'to do' points?] - A4 sheet (portrait or landscape?) - key meeting details at top - title/issue, date, location, time from/to, called/chaired by - grid with points/items down left; column headings across top e.g. item, issues to note (i.e. special things to think about in planning), completed, comments (i.e. for future note) - points/items in checklist include : Pre-meeting - details agreed (date, time, location); room checked/confirmed; facilities checked (AV, catering); agenda produced, circulated; reminders out; documentation pre-prepared Meeting - final check on room; AV facilities working; proformas out (sign in, extra agendas); background documentation to hand; minute-taking arrangements OK; attendees signed in and introduced; meeting follows time schedule; conclusions and action points agreed; next meeting details Post-meeting - minutes/action points written up, approved, circulated; postmortem conducted and action points of improvement noted for future (1) using Outlook 2003 to schedule an in-person meeting http://office.microsoft.com/en-gb/assistance/HP052430851033.aspx (2) Template - Informal meeting agenda http://office.microsoft.com/en-gb/templates/TC062433721033.aspx (3) Template - sign-in sheet http://office.microsoft.com/en-gb/assistance/HA011511411033.aspx (4) Microsoft's Crabby's introduction to One-note software for organised note-taking http://office.microsoft.com/en-gb/assistance/HA010789831033.aspx (5) 'Meeting Workspace' site on Outlook 2003 allows all meeting info to be organised in central space : http://office.microsoft.com/en-gb/assistance/HA010882641033.aspx Opinion of blogger who uses 'Meeting Workspace' : http://blogs.officezealot.com/legault/archive/2004/01/12/267.aspx (6) Template - minutes http://office.microsoft.com/en-gb/templates/TC010184111033.aspx Additional sources Microsoft's Crabby Office Lady's advice : http://office.microsoft.com/en-gb/assistance/HA011511411033.aspx Brief overview of managing meetings with links to articles, advice, templates : http://office.microsoft.com/en-gb/FX011464021033.aspx Master-link to all templates for meetings : http://office.microsoft.com/en-us/results.aspx?Scope=TC&Query=meetings&Origin=HA011511411033&CTT=5 Advice on planning meetings to avoid awkward incidents : http://www.ivillage.co.uk/workcareer/survive/opolitics/qas/0,,156475_156862,00.html How to make your own template - portal and example : http://wordprocessing.about.com/od/writertemplates/ http://wordprocessing.about.com/od/usingtemplatesandaddins/l/blwordtemp.htm Article by manager who advocates PAT system (Purpose, Agenda, Timeframe) : http://management.about.com/cs/people/a/MeetingMgt0601.htm Good detailed guide to 'Running Effective Meetings' : http://www.salary.com/advice/layouthtmls/advl_display_nocat_Ser265_Par379.html