beat Kate ham …

They all were a tedious bore. You were either being praised, condemned or lied to.

As the company was owned by CPAs (Complete Personality Absense or Cerified Public Accountant), boring was an understatment and most meetings quickly degenerated into 40 anal, egotistical idiots blaming each other.

When I was given the task of running the weekly departmental meeting, I implemented the 4:00 pm on Friday weekly meeting. Staff had to email their agenda before hand, so that I could allot specific time to each item and we were usually done and out by 4:30.

Amazing how little the petty stuff comes up when the complainers want to get the weekend on.

Efficient meetings with actual accomplishments and little politics, ahhhhh peace.

What I think helps keep the meeting on track is having a clear agenda that is communicated to everyone in a meeting. Then to follow that agenda. It’s hard to keep track of what needs to be discussed otherwise.

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a- a published agenda sent out a day or 2 beforehand.
b- a chairperson who will run the meeting.
c- someone to take minutes
d- a set start and finish time.

If most of the consensus building and arguments were thrashed out via 1-1 calls, email and the odd water-cooler gathering, then the formal meetings were usually a doddle.

I love the no-chair suggestion.
Sitting zazen style might be another fine approach worth trying.

I think there are a few things that should be considered and put in place to guarantee (as much as that is possible) the success of a meeting… ground rules of sorts. Definitely, a prepared agenda. It’s very helpful and efficient of all members can go in knowing what the meeting is about and what direction it would take. This way, they can come prepared.

Of course, it will be expected that in discussing the agenda, other ideas, topics, issues will present themselves. This would be a good reason to add “arising topics” as a final point on that agenda. The understanding here is that if time allows, in order of priority, these new topics can be explored.

Another element of success is designated Chair. The Chair can and should ensure that people are not speaking over each other, that time is used efficiently, and the general productivity of that meeting.

From what I’ve seen and have read, somewhere between 60-90 minutes is the limit of optimum brain power… meaning, that meetings should not be over that time, without a 15 minute break. Participants should physically get up and out of the room (when possible) and walk, or do something physical. This helps recharge and reset, bringing (almost) all participants mental powers to peak levels.

Personally, what I did while working in the corporate world, every 2 1/2 hrs approx., I would leave my desk and emails, and get out to walk around the block for about 5mins or so. Once back, my perspective is usually much better and my mind quicker… if it’s raining, well, that’s what umbrella’s are for.

I don’t think “no chairs” are all that necessary, provided you have a strong lead and direction for that meeting. However, I don’t advocate for LONG meetings, and especially, when they are often back-to-back, all day, most of the week… heck, when does anyone have time to get their work done :)

Thanks for the chance to share,
Sam
copywriting business

Because what is a meeting if it not simply people who stick their heads together and work? And is the most efficient working culture necessarily one in which people sit at each their table and crunch code?

Of course not, and everybody needs meetings, because when you talk job on the job, is that not a meeting?

In the department I am heading, we use meetings extensively to share knowledge and borrow each others’ brain power, and I can not see that we could be anywhere as efficient without them.

My company will never do it, but I have repeatedly suggested that we redesign the offices to have fewer workstations than employees, so that we change the perception that in order to create results, you must sit alone in front of a PC.

The good news is, there is a solution to terrible meetings!

http://www.amanet.org/seminars/seminar.cfm?baseSemNo=2816

Terry