Craig Jarrow is the author of Time Management Ninja. He helps individuals and companies reclaim their time. In his article, published in his web site, “7 Ways to Ruin a Meeting Before it begins”, he explains how to avoid the gathering of disorganization and chaos before it even begins.
In the article, Craig explains how “the majority of business meetings are ruined due to lack of planning, organization, and preparation.”
Here are 7 Ways to Ruin a Meeting Before It Begins:
- Don’t Give Enough Advance Notice – Sending out an email notice mere hours (or minutes) before a meeting is silly. You cannot expect co-workers to be sitting at their inbox waiting for your invite and ready to drop their entire schedule to make your meeting. Make sure you send invites at least a few days before the appointed time.
- Invite Too Many People – One of the quickest ways to cause chaos at a meeting is to invite too many people. I was at a recent meeting where 42 people were invited. There was simply no chance of a coherent conversation with that many people. Keep the invite list for your meetings to the absolute minimum, and avoid duplicate representation.
- Not Providing Advanced Material – Ever walked into a meeting only to be handed the documents to review as you entered the room? Not a productive start. Always distribute pertinent materials in advance. As well, if there is action to be taken before the meeting, make sure you call that out to the attendees.
- Provide No Topic or Agenda – A meeting without a topic or agenda, might as well not happen. Why are you getting together? If no one knows, they cannot be ready to discuss. Ensure your meeting invites have an accurate description and an outlined agenda of topics.
- Book the Wrong Meeting Place – The wrong meeting room can ruin a meeting. Too big and the conversation feels awkward. Too small of a room, and your attendees will not be able to get comfortable. Pick the right room for the size and audience of your meeting.
- Don’t Prepare in Advance – No preparation will kill a meeting before it starts. If you walk into the room at the last second, then spend 20 minutes getting the computer working or making handouts, you have already wasted half of the time. Make sure that all preparation is done in advance of the start time.
- Have No Planned Outcome – Every meeting should have a planned success or outcome. What is to be accomplished in the meeting? It could be a decision to be made, or a budget approved. Whatever it is, make it part of the meeting details when you send out the invites.
Taken from http://timemanagementninja.com/