In this podcast we’re covering meetings, both from an organiser but also from an attendee perspective. We cover some basic dos and don’ts to avoid meetings becoming inefficient and a time-drain. And we talk about biscuits :-) Organiser • Keep meetings an efficient length. 30-45 mins works for most meetings. (Almost all the 3 hour meetings I’ve been to could have been run in half that time or less) • Be ruthless about attendees - only invite who really needs to be there • Be clear about the meeting objective • Issue an agenda and stick to it. Bullet points are fine. • Issue minutes ideally within 1 working day. 10 mins before the next meeting is too late! • In the minutes clearly separate discussion/information points from actions • Send an email reminder about the actions well before the next meeting • Use a weekly project meeting as a key tool to keep project momentum, assist with team bonding and to help remove blockers • If the project meeting only needs to be 10min that’s fine. • At the first meeting set out the meeting etiquette (start promptly, phones on silent, step out to make calls etc) Remote/virtual meetings • Open conference call bridges at least 1 min before the meeting start time • Show some information on the screen to keep attendee focus • Record the meeting so that people have a chance to revisit • Use webcams if you can Attendee • Read (or at least scan) any supporting documents. • If there’s 6 people plus you attending and the organiser has to spend 10mins explaining some basic information, thats 6 x 10min (1hr) of project effort wasted. So contact the organiser individually if you need specific or introductory information. • Respect the meeting etiquette and your colleagues’ time. Turn up promptly and step out if you need to make a call. • If you feel that much of the meeting is not relevant to you, discuss with the organiser in advance so you can make your contribution in an agreed slotTypes of meeting • Decisions - project board or steering group - few people - key information - decision makers • Collaboration - projects - key group of people (use the 1 pizza rule) - share progress - remove blockers - drive & keep momentum. • Communication - one-way info share - as many people as you like http://www.thesmarterpm.com