Presented at the 11th Regional Leadership Training Program held in Hungary by Prof Omar Hasan Kasule, Sr
GOOD REASONS FOR CALLING MEETINGS
Goal clarification
Information
Decision-making
Introducing new ideas
Conflict resolution
Resolve implementation bottle-necks
WHEN NOT TO CALL MEETINGS
Availability of alternative to meeting
Not enough time to prepare
Key players not available
Personal / sensitive matters
MEETINGS THAT WASTE TIME
No objective
No agenda
No time limits
Late coming
SUCCESSUL MEETINGS
Purpose: is the meeting actually necessary? specific objectives
Agenda: having a clear agenda & maintaining the meeting focus on the set agenda. Well structured agenda: introduction - purpose of meeting - key issues for discussion - stick to the agenda
Listening to others.
Invite only those absolutely needed: those with knowledge and expertise, implementors of decisions,
Follow-up on invitations: verify that all participants are available , remind them about dates & place
Choose meeting place with care
Plan to control discussions: give background, plan to reach conclusions, guide meeting to a consensus, give every one a chance to speak, encourage quiet ones, control domineering types, summarize decisions and task assignments, assign follow-up tasks and set deadlines, end on a high note
Time management: start on time, end on time, and establish time limits for each agenda item
Follow-up, circulate minutes and action lists
DEALING WITH TIME-WASTING MEETINGS
If you have a good excuse do not attend
Finish your priority work and be late
Arrive on time and leave early
Bring work to do during boring meeting sessions
Excuse yourself for 15-20 minutes to do priority work
WHAT WRECKS MEETINGS
Invite as many people as possible
Invite anyone
Cover as many topics as possible
Discuss important issues last
Spend most of the time on unimportant issues
