Appointments

Be ruthless and eliminate the unnecessary meetings. Critically look at any appointment where you cannot productively contribute, or where a subordinate might be better able to participate. Examine long lunches that could be more effectively run as short conference calls. There may be appointments that last three times as long as necessary because they are scheduled for a whole hour. 

The next stage is to add to your appointments other personal activities that will enhance your use of the available time. For each appointment, consider what actions you might take to ensure that no time is wasted: plan to avoid work by being prepared. Thus, if you are going to a appointment where you will be asked to decide on a product, allocate time to read up ahead of time, thus avoiding delays in the meeting and increasing your chances of making the right decision the first time. 

Allow time before leaving for an appointment to stock your brief case with everything you think you will need. Your briefcase should always contain typical appointment supplies, such as pens, pencils, communication planners, and other typical supplies or materials used in your line of work. Then do a mental run through of the meeting and ask yourself, "What am I likely to need with me?"  Packing the briefcase carefully can often eliminate the need for a second or follow-up meeting and unnecessary phone calls. Make sure you always pack your "To Read" file with you, in case your appointment gets delayed. Nothing is more frustrating than sitting in a reception room with nothing to do or read. Make this time productive.

Set appointments for an odd time. If you have a salesman coming to call on you, set the appointment for an odd time such as 3:07pm, instead of 3:00pm. The salesperson will immediately know to be on time and that this person's time is valuable.

Consider what actions need to be done before and what actions must be done to follow-up after the appointment. Even if the latter is unclear before the event, you must still allocate time to review the outcome and to plan the resulting action. Simply mark in your planner the block of time necessary to do this and, when the time comes, do it. 

Make meetings work

Meetings can be huge time wasters, if you do not plan them carefully. First, decide if you really need to hold a meeting.  Many turn out to be unnecessary time wasters. If there is a decision to be made, can you make it yourself? Do not form a committee if you can make the decision yourself. If you need to disseminate information, would an email or short conference call work just as well? If a meeting is necessary, limit the attendance to only those who really need to participate. 

When you do have a meeting, plan it. Put together an agenda and distribute it to participants before hand. Stick to the agenda. If other items come up, table them and add them to the end of the agenda to be discussed in any allotted time remaining at the end of the current meeting, schedule another meeting, or delegate the item. 

Establish a start and a stop time. Pick an odd start time; it sends a signal to all participants that this meeting is serious about making the most of the time allotted. Start on time, even if someone isn't there. Don't penalize punctual people and reward tardy people. Control the flow of the meeting so that the business is concluded by the stop time. 

Some people monopolize meetings. It is your responsibility to ensure that everyone gets to speak, and that the long-winded ones get to make their point, but not over and over again. You might decide to set a time limit for each speaker. You must also ensure that the meeting stays focused on the agenda. It is easy to get off track and reach the end of the meeting time without having accomplished its purpose. 

If you really want a short meeting, don't provide chairs. Have people meet in your office. Don't let anyone sit down. That signals that the meeting is to be a brief one. People will quickly tire of standing, and the business will be concluded in record time.

• Ways to minimize time lost in a meeting
  • Purposely forget to go to some of the meetings.
  • Take your "To Read" file along and read during down periods.
  • Insist the meetings be strictly limited in time and agenda.
  • Ask the committee chairperson to keep you on standby and call you only when needed.
  • Send a subordinate to take notes.
  • Refuse to go.
  • Tell your boss that it is too important for them to miss and have them go in your stead.

Personalize the meeting agenda 

When people are able to come to a meeting with their part prepared, then everyone saves time. No one will need to equivocate because they did not understand that they had some essential preparation to bring with them. Of course, if you called the meeting, you will need to be prepared too . . . but that's the main point, isn't it?

Making a presentation   

Make arrangements with a colleague to give you little signals as to whether you should talk louder, faster, funnier, etc. Have the colleague slip you a note to say that your hands are covering up your visual displays or to convey other necessary information. 

A little feedback from your colleague will make each presentation better. You will be developing a better style as you progress. Naturally, you will want to do the same for your colleague, which is a good way to build teamwork.

Checklist before the meeting 

• Does this warrant a meeting?
  • Do I need a group?
  • How else might I achieve this?
  • Does someone else agree a meeting is needed?
  • Is this really my issue?
    
• Alternatives to a meeting include
  • One-on-one conversation
  • Phone call
  • Social gathering
  • Memo
  • Newsletter
  • Decide the issue on your own
  • Postpone
  • Delay, if not a top priority
• Hints
  • Provide itemized agenda
  • Provide participants informational materials in advance whenever possible, include time, place and "emergency only" contact information
  • Provide lots of advance notice for meetings
  • Remind participants what they need to bring
  • Provide both beginning and end times
  • Avoid interruptions . . . arrange for messages to be taken and held until meeting is completed
  • Stagger attendance of individuals if appropriate to match them to specific agenda items

As a participant ask:

• What specific results are to be achieved? How will we know when we've achieved them?
• What results do you see me relating to?
• How will these issues be handled? (Process)?
• What role do you want me to play?
• What constraints are there on discussion?
• What might I do to prepare?
• What pre-meeting material can I expect to receive?
• Where exactly is the meeting? 
• When exactly will it start?
• When do you need me? What parts? When?
• When will it end?
• Can I attend just the part I'm involved in?
• Who else will be present to work on these results?

Equipment and supplies:

• Blackboard
• Chalk, possibly in different colors, and an eraser
• Flip chart stand
• Flip chart pads
• Overhead projector
• Overhead transparencies
• Overhead pens
• Slide projector and remote control
• Writing pads
• Pens
• Pencils
• Highlighters
• Binders or folders
• Name cards or tags
• Markers
• Masking tape
• Magnets
• Tape recorder 
• Film projector
• Extra bulbs
• Computer LCD projector
• VCR
• Screens
• Monitor
• Terminal
• Extension cords

Facility considerations:

• Main Room
  • Seating/size
  • Flexibility in set-up
  • Ventilation/acoustics
  • Audio-visual capabilities
    
• Ease of access
  • Fire/emergency exits and procedures
  • Transportation
  • Handicapped participants
  • Message system
• Syndicate rooms
  • Availability at all times 
  • Number/size
  • Equipment
  • Proximity to main room

Checklist during the meeting    

• Chairperson
  • Start on time
  • Set policy on interruptions and inform group
  • Don't wander from agenda items
  • Stick to time limits on each item
  • Don't keep people when no longer required
  • Control the garrulous
  • Encourage clash of ideas (stay positive)
  • Come to most senior people last 
  • Summarize conclusions
  • Close on note of achievement
  • Fix time and place of next meeting
  • Thank the group
    
• Participant
  • Arrive on time
  • Bring all pertinent documents
  • Reserve socializing for another time and place
  • Stay focused
  • Ask to be excused if possible after your final contribution
  • Don't talk too much
  • Make constructive comments
  • Seniors, ask juniors for contributions
  • Make a note of assignment / follow - ups in planner
  • Note date and time of next meeting in your calendar

Checklist after the meeting

• Distribute minutes of meeting, including:
  • Time, date, chairperson's name and venue
  • Name of all present and apologies for absences
  • All agenda items discussed and decisions reached
  • For effective follow-up include name of person responsible and a due date
  • Time meeting ended
  • Date, time and place of next meeting

Hold your meeting on the Internet!

If you are part of an organization that has a high speed Internet connection and state-of-the-art equipment, give Internet meetings a try. I personally attend several meetings a month on the Internet and can testify to the great time-saving capabilities. Within just a few years, all of your meetings will be held electronically, so you might as well get started now. In the assignments for this lesson there is some shareware that will enable you to hold your own online meetings.  

• Conferencing on the web — Click Here