by Grant Mckenzie

Created on: March 02, 2009   Last Updated: June 13, 2009

There is a book entitled "Death by Meeting" which features on its cover a long conference table with a man slumped over the far end. Many people have been in that same situation. Ineffective meetings are a source of jokes throughout the business world from Dilbert to "Death by Meeting." Meetings were intended to be a productive tool, and with a little effort, they can be once again.

The first step to conducting an effective meeting is to plan. This doesn't mean to think about the agenda topics five minutes before the meeting starts. A week before the meeting, an agenda should be drafted and distributed to the attendees. Allow them the opportunity to comment and make suggestions on their own time. Use their input to ensure the agenda covers the items that need to be covered and omits the items that need to be omitted. Too much information can be just as bad as not enough.

Th person giving a presentation should research their topic and practice. A meeting will not be effective if the speaker has to continuously refer to his notes or can't answer the questions that are generated from the presentation. If using a slide presentation, do not overuse it and keep the slides simple. If the attendees are focused on the speaker, they are more likely to stay engaged. If the attendees are spending all their time reading the slides, they will most likely ignore the speaker and disengage from the meeting completely.

Begin and end the meeting on time. Everyone's time is valuable in an organization, so respect the attendees by staying on schedule. This also sets an example for members the organization to follow in their own work habits.

Get people involved in the meeting by asking questions or setting time aside for discussion. Keep the questions or discussion on topic by "tabling" items that do not reflect the agenda. If necessary, set up a time to speak with people individually to discuss unrelated issues. The other attendees don't want their time wasted while the presenter focuses on items that are off agenda. Have people actively participate in presenting material at the meeting. It shows respect for their expertise and the attendees are more likely to interact with a more familiar person. There are many creative ways to get people actively engaged in the meeting in order to make it more effective.

Meetings should be something people want to attend. One way to make this happen is to offer some sort of incentive. At the end of the meeting, offer some type of award or recognition. It could be anything from "Best Idea of the Meeting" to "Employee of the Year." People respond to recognition and competition. It can be a "pat on the back," a small trinket or a cash bonus. The "prize" is much less important than the fact that someone is being officially recognized for some aspect of their work.

The one thing that will tie it all up and make the meeting even more effective is sincerity. Don't give an award if it is not given sincerely. Don't ask a question unless the answers from the attendees will be acted upon. Don't ask for suggestions if the suggestions will never be used or considered. Most importantly, sincerity will prevent scheduling an ineffective meeting in the first place.

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