Saturday, November 7, 2009

Meeting on time, can we do?

One of the most frustrating problems with meetings is people who came to late. Either delay the start of this meeting or undermine the value of the work done in the beginning.

Here's how to start on time.

1) Make it a part of the agenda.

Set the arrival on the agenda. For example, for a meeting scheduled to begin at 9:00 could you "8:50 - - - Arrive at the meeting" at the top of the agenda.
An arrival is useful as everyone time to socialize, get coffee, make or organize materials for the meeting. It also makes sure everyone is present at the scheduled start time.

2) Provides a treat.

Provide coffee, juice, or a vegetable dish for the meeting. This can be especially welcome for the whole day meetings attended by people from other locations. It provides a time for socializing between visitors and may be a meal for those who came from out of town.
But here's the catch: the offer of the only treatment during the arrival. Then to take place once the meeting begins.
And another point: serve snacks that make people more productive (like vegetables) instead of things they fill and deadens the brains (like donuts).

3) Set an example.

Arrive at your meetings before they are scheduled to begin. You can use the time to ensure that the space is set. And you can acknowledge the attendees as they arrive. This helps you appear in control of the assembly process from the beginning.

4) Make it easy.

Plan your meetings start odd times, like 9:10. This allows anyone in a one hours long meeting that started at 8:00 hours to travel to your meeting. Similarly, end your meetings at least ten minutes for the next hour, so participants have time to travel to their next meeting.

5) Rapidity Sale.

Send a memo or e-mail stressed the importance of arriving on time. Call participants to remind them about the start time for the meeting. Give people a reason to be in time, the question as a top manager at an opening comment.

6) Expected speed.

If your company (or division, etc.), you can tell people that they are expected to be on time. Then enforce it by making it a performance dimension. Also come in time to demonstrate your commitment. And when needed, is a private coaching session with those who need help understanding your expectations.

7) Be realistic.

Realize that some people out of coaching for their attitude or relationship with you. Also recognize that it is impossible to guarantee that everyone will arrive on time at each meeting. There will all the time be emergencies, surprises, and those few who rebuff to cooperate.


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