Make The Most Of Your Meetings:
Successful Meetings Tips

Contributed by Elaine Landau

A new employee in a creative department was invited to a brainstorming meeting with the IT department. The purpose of the meeting was to discuss the right kind of equipment and programs that would make the creative department more productive and efficient. This new employee had a limited PC background. Her basic computer education was not enough preparation for the in-depth discussion that was outlined in the meeting agenda. Wisely, that employee enhanced her computer knowledge with a free Internet lesson. She also became more proficient by taking advanced tutorials in Excel®, Word, Photoshop®, and PowerPoint®.

She arrived to the meeting on time, with pen and paper in hand. She had also made copies of some current information she had found on the Internet. She was prepared with insightful questions and intelligent input. Needless to say, she made an excellent impression on her new boss and coworkers.

Unfortunately, some workers have become so comfortable in their positions that they have forgotten that meetings are a time to shine, not snooze. Seasoned employees might need to review some of the basics.

Meeting Etiquette
It is always astonishing that professionals poised to attend a meeting enter a conference room empty handed and sometimes empty headed. Here is a list of things you might want to consider bringing to your next meeting.

1. If a printed agenda of the meeting was distributed prior to the start time, bring that agenda with you. Then you can better follow the topics and issues.
2. Bring a pencil or pen. How many times have we all been in a meeting and just as the speaker made an important point, somebody starts frantically looking for a pen or pencil? It’s a distraction and it is rude. Even if there is someone designated to take notes at the meeting, that person will not be jotting down ideas or questions you might be dreaming. Come prepared to write.
3. If you are being asked to contribute to the meeting, bring supporting documents and be sure there are enough copies for everyone in the room. So many times a person will bring one copy and the meeting is halted so copies can be made before the meeting can continue.
4. Bring fresh ideas and/or opinions after reading any materials provided prior to the meeting. The reason those materials were passed out before the meeting was to ensure everyone was equally informed when the meeting starts. Don’t try to scan the material during the meeting. It is rude and you are missing important points being made during the meeting.

Other Meeting Musts

1. If you are the person calling the meeting, prepare a written agenda, distribute it prior to the meeting to all who are expected to attend, and then stick to that agenda. This is one way to avoid wasting time.
2. If you are invited to a meeting and cannot attend, alert the person in charge of the meeting and tell him/her if you are sending a substitute. That way the person conducting the meeting will have an accurate head count to determine room size requirements, how many chairs to set up, how many copies to make, etc.
3. Start your meeting on time with a brief summary of what you want to cover in the meeting and then introduce any guests.
4. Latecomers should slip in, be seated, and catch up with what they missed after the meeting.
5. Most meetings should be kept to an hour. Longer than an hour leads to brain numbness and a lack of energy in the room. If the topic is too broad and an hour isn’t enough, schedule a follow-up meeting. Try to keep minds as sharp as possible.
6. If it is a brainstorming meeting, invite interaction. Encourage lively discussions. Keep track of all ideas on a large board so everyone can see what has been brought up. Discourage judgment or ridicule. If people feel that they are in a safe environment, they may be more willing to share ideas that are outside the box.
7. Before adjourning the meeting, clarify any decisions that have been made and any assignments that were given. No one should leave the room unclear of assignments or expectations.
8. Never underestimate the power of a blueberry muffin and a great cup of coffee at a morning meeting. Food can sometimes make the atmosphere more relaxed, which may encourage more positive communication and interaction.

Excel and PowerPoint are trademarks of Microsoft Corporation, registered in the U.S. and other countries. Photoshop is a trademark of Adobe Systems Incorporated, registered in the U.S. and other countries.

About the Author:
Elaine Landau is a freelance writer, publicist, web site editor, and television writer with more than 15 years of experience in marketing, advertising, and publicity.

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