The first 5-7 minutes of a meeting - Deepstash

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The first 5-7 minutes of a meeting

....is the most important component for conducting more effective meetings.

It establishes the parameters, organizes the terms of reference and tells everybody in the room why they are there, for how long, and what they need to accomplish.

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Leaders should take up the role of facilitators and avoid dominating the discussions.

During meetings, it’s very important to get input from everybody, not only from those eager to contribute but even from those who are shyer and less likely to speak up.  

People who agree to do something in front of their peers are much more likely to follow through. 

If everyone heard them say that they would do something by Thursday at noon, it is much more likely that they will have an internal incentive that will save you the need to monitor, insp...

The way to avoid inadvertently dominating the meeting is to delegate meeting leadership.

Whenever possible, assign the meeting management responsibility to someone else, to build subordinates skills. It is a great training tool that gives employees the opportunity to build their meet...

Summarize at the end of each discussion point and at the end of the meeting your time and action schedules, and your implementation plan and assignments. Then have everybody in the meeting agree on what has been decided.

Once you start talking on a subject, discuss it thoroughly but press for closure on what has been decided and who’s going to do what and by when, before you go on to the next item on the agenda of the meeting.

The inability to keep on track and to press for closure are the two major time wa...

During a meeting, do not penalize the people who were there on time by waiting for others who are late. 

Assume that the latecomer is not coming at all and get right on with the meeting.  

...from the meeting. The more important the decisions that have been taken, the more important that you have them distributed in writing so that if they have questions they can get back to you.

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  1. They achieve the meeting's objective.
  2. They take up a minimum amount of time.
  3. They leave participants feeling that a sensible process has been followed.

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In general, meeting minutes should capture the following six elements :

  • Date and Time
  • Attendees
  • Agenda
  • Notes
  • Key Decisions
  • Action Items

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One on one meetings

...are held between a team leader and team member

They are conversations that usually last no longer than 10 to 30 minutes where they discuss what is going well and what needs to change. 

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