Meetings! A discovery which still is a mystery.
Commitment, Integrity, Passion, Reason, Opportunity are the common key ingredients expected within the participants to drive the meeting effectively. If a person is precisely approached or appealed with any of the ingredients suits him, he is sure to give his best cooperation in the meeting.
A brief worksheet will help running a meeting effectively.
Why, What, When, Who, Where are the key questions that need to be pondered upon before scheduling any meeting. And which should be shared with the intended participants, a reasonable amount of time before the meeting, which they can use for their homework.
What, How, Who, When, Where are the questions that leads to specific solutions during the course of meeting. Action plan should be drafted then n then.
Minutes, Action plan to be sent over to the attendees. Follow up is the key in achieving the derived solution for the purpose
Before:
- What is the purpose? – Specific Agenda
- Why is the meeting necessary to achieve the purpose? – Importance or Criticality
- When should be meeting scheduled for? – A date and time which is before the accomplishment of the purpose
- Where should meeting take place? – A convenient for all, a good ambience which will help in gaining active participation from the attendees
- # Who shall attend or participate in the meeting? – Key stakeholders who are responsible, accountable for achieving the purpose.
During:
- What are the specific alternatives or solutions to the purpose?
- How will these alternatives or solutions be carried out?
- Who shall be responsible and accountable for carrying out the solutions and achieving the purpose?
- When will these solutions be worked upon by the responsible persons?
- Where will these solutions be worked upon?
After:
- Minutes and Action plan should be sent over to the attendees soon after the meeting
- Follow up with the persons accountable for carrying out the specific actions planned will play the key role in realizing the purpose in existence.
A very special thanks to my colleague and friend Mujeeb on the above insights about meeting effectiveness. He can be contacted at mujeeb.khumawala.com
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