Divergent CIO

An innovative, transformative, and digital leader experienced in Technology and Executive Leadership

How to Run an Effective Meeting

 

We've all been there: showed up to a meeting at work at the suggested time, only to be met with the blank stares of a few other employees waiting around a table with some stale doughnuts in the center. The boss shows up five minutes late in a tizzy with his coffee and a bunch of loose papers. He talks at you, you listen and don't ad anything because you just want to get out of there, the meeting convenes and everyone goes on his or her way. Sound productive? Nope.

Effective Meetings

Sadly, though, this is an all-too-real example of how meetings go in the workplace. Mandatory meetings that no one wants to attend or participate in can be very draining not only on the employees but on the boss as well. Such meetings take away from real productivity, interrupting thought processes and causing a gap in the day that could otherwise be spent better solo. However, when meetings have real purpose and are handle effectively, the results can be positive, engaging and worthwhile.


So, as the leader or meeting organizer, how can you run a more effective meeting that everyone will show up to, ready to listen and participate? In general, it's a good idea to prepare a standard agenda template to help people come prepared, stay on task, and document action items.


Establish Clear Objectives

Send out an email to participants 24 hours in advance. Don't just list the time and location of the meeting; give it a specific and defined purpose with clear objectives that spell out exactly what you hope to accomplish, says Forbes. Vague meetings are not a good use of time. Encourage your team members to come prepared to discuss the issue. This puts control in their hands so they feel part of the solution. 


Invite the Core Group

No one likes to be invited to a meeting, disrupting their busy day, if they're not integral to the matter at hand. Invite only the people who have to be there, who can offer insight into the problem and come up with a solution. Don't invite those who are not qualified to addressed the issue or who lack the skills to be of any real assistance. Relevancy is key here, or else you're wasting people's time.

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Successful Leaders Know How to Manage Their Time

 

Maximizing time is a one of the keys to success for busy leaders. For those who are struggling with time-management, here are some tips for time-management effectiveness:

Utilize Transition Times

If you’re like most people, there’s a lot of down time in your life that you could be using, but aren’t. This time might refer to when you’re waiting at the doctor’s office, taking the subway into work, or even waiting for water for your tea to boil. Maximize this wasted time by using it to make lists, prioritize your daily activities, send emails, or make the call that you’ve been putting off.


Make a Priority List

Successful leaders not only know what they have to do in a day, but they also know how to prioritize those items. Make two lists: one of all the things you have to do in a day or week, and one of all of the to-do items that are most important to you. Then, set up a time-management plan that prioritizes the things that are most important to you. Once these are scheduled, fill in free time with the other things to be accomplished.


Delegate Tasks

Most leaders get to where they are by being Type-A personalities that want to do it all. And while being a go-getter certainly helps you get farther in life, learning when to delegate and disperse tasks out is also a key part of time-management. For more menial tasks that don’t require your expertise, allow someone else to get it done for you. Whether it’s answering emails or putting together the menu for your upcoming fundraiser, you don’t need to—nor should you—do it all.


Focus on the Short-term


Sure, long-term goals for yourself, your business, and your family are all important. But in order to reach those long-term goals, you’ll need to establish some short-term ones, too. Setting short-term goals allows you to focus your time specifically on these, maximizing every spare second. Achieving small goals on a daily basis will help you move you towards the direction of reaching your bigger goals.

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