We've Got to Stop Meeting Like This!
by Janet E. Lapp, Ph.D.
One Time Rights Only - 546 words

Before calling a meeting, ask yourself:

1. Do you have to meet? Is there a less time-intrusive way? Try phone conferencing. Do not meet unless absolutely necessary.

2. Is everyone attending crucial to decision-making at the meeting? Those who are not central should not attend. They can be informed of the results after the meeting.

3. Is there anyone not attending who is crucial to decision-making at the meeting? Will the meeting have to be postponed because of failure to invite key decision-makers?

4. Is everything brought up at meeting of relevance to everyone or most everyone there? If not, ask that the subject be discussed later.

5. Decide ahead what type of meeting? Reporting/information giving only? Brainstorming? Problem Solving? Set up room and location accordingly.

THE 12 RULES

1. Start and stop on time.

2. Never wait for late people.

3. Everyone comes prepared, no excuses.

4. Because meetings are held only when necessary, meetings are obligatory for everyone scheduled.

5. Stop when the agenda is finished or when the allotted time runs out; whichever occurs first. There is no correlation between long meetings and productive meetings. Maximum meeting is 90 minutes; Best meeting length is 45 minutes.

6. Stretch every 20 minutes.

7. Agendize all meetings, and stick to the agenda with time lines.

8. Appoint a timer who signals when time is up for each item.

9. Appoint a tracker who signals when discussion is off-track. If off-track items are important, put them into a special bin. Allow ten (10) minutes at the end of the meeting for bin items: to solve or set a new time to solve.

10. Meetings are never interrupted. Never.

11. Summarize the meeting at the end. Ask what worked and did not work. Summarize action items and enter follow-up dates.

12. Minutes are sent to each person within one day of meeting.

© 2001-2004 Janet E. Lapp, Ph.D. All rights reserved. Dr. Janet Lapp is an expert at guiding organizations through change. She is the author of Plant your Feet Firmly in Mid-Air, publisher of The Change Letter and one of North America's most energizing and insightful professional speakers. For more information please contact your speakers bureau.