meetings.md

What You Should Do Before Every Meeting

Two main problems:

• Too many meetings
• Too many bad meetings

1. Decide On a Need

• Can this be answered with a call or an email?
• Just like war, meetings should be a last resort.

2. Define the Objective

• "The objective of this meeting is to...."
  • Decide on something...
  • Generate ideas about...
  • Make plans for...
  • Get a status on...

3. Determine the Attendees

• Limit the number of attendees to have a focused and effective meeting.

4. Draft an Agenda

• Start by writing the objective
• Bullet points for topics with important ones that must be covered first
• You can put names next to topics to point out who will be talking about them

5. Send the Invite, Agenda, and Reminders

• Send a reminder shortly before the meeting
• "To have an effective meeting and not waste everyone’s time, please make sure you review the report and come up with potential solutions before you show up to the meeting on Friday.”

What You Should Do During Every Meeting

• Appoint a Leader
  • No Leader = Waste of Time
  • Leader's Responsibilities
    • Moderates the meeting
    • Achieves the stated objectives
    • Captures any notes.
• Go Through the Agenda
  • The objective of this meeting is to...
• Remain on Topic (and Time)
  • Use the agenda as an alibi to stay on topic
  • As individuals to take any side conversations offline
  • If anyone joins late continue the meeting. Late comers can catch up from the minutes
• Capture Meeting Minutes
  • No documentation = useless meeting
  • Capture these points
    • Risks are problems that you might encounter in the future.
    • Issues are problems you are currently encountering.
    • Action items are the tasks that the team needs to work on next (which could be related to a risk or an issue).
  • Assign owners to each specific risk, issue, or action, and set deadlines for actions.
  • Capture notes of any decisions or ideas that have been discussed in the meeting.
• Close with a review
  • Do a full review of the notes a few minutes before the meeting ends
  • Start with the action items first, and verbally confirm the tasks with the assigned owners and mention the deadlines.
  • Then, if you have some time remaining, go over the risks, issues, and any other

What You Should Do After Every Meeting

• Distribute Meeting Minutes
• Follow-Up With a Written Summary
  • A written summary that specifically highlights who is working on what and when everything is due.
  • Attach meeting minutes