1. © 2009 Kreamer Connect, Inc. We Have To Stop Meeting Like This! ____________________________________________________________________________________________________________ How to run effective Meetings Patty Kreamer, CPO ® Certified Professional Organizer ® 2429 Silver Oak Place Pittsburgh, Pa 15220 (412) 344-3252 (412) 344-3253 FAX patty@ByeByeClutter.com www.ByeByeClutter.com

2. © 2009 Kreamer Connect, Inc. 1. People don’t arrive on time. Be on time Be where you are supposed to be Avoid the dump and run syndrome Sharpen your time management skills

3. © 2009 Kreamer Connect, Inc. 2. Recapping for latecomers Catch up after the meeting Facilitator - do NOT recap

4. © 2009 Kreamer Connect, Inc. 3. People don’t show up at all  RSVP!  Be more mindful of your schedule  Put yourself in the facilitator’s shoes  Let the no-shows know that you noticed

5. © 2009 Kreamer Connect, Inc. 4. Not starting on time If it’s set to start at 10 am, start at 10 am Start meeting on time no matter what Facilitator should arrive early Again, don’t recap for latecomers

6. © 2009 Kreamer Connect, Inc. 5. Not ending on time If it’s set to end at 11 am, end at 11 am (or earlier) End the meeting on time no matter what ONLY if everyone is in agreement, extend the meeting

7. © 2009 Kreamer Connect, Inc. 6. Coming to the meeting unprepared  Know your role  Know the purpose of the meeting  Be prepared—bring pen and paper  Read any materials needed for meeting  Keep discussions focused on the agenda topics so everyone is prepared  It’s the facilitator’s job to keep on track

8. © 2009 Kreamer Connect, Inc. 7. Too many meetings  Hold only meetings that NEED to be held  Pre-schedule and prepare standard meetings  Only invite those that NEED to be in the meeting  Ask if you MUST be there and why  Ask to be removed from meeting rosters if possible

9. © 2009 Kreamer Connect, Inc. 8. Meetings are boring  Facilitator should practice your presentation  Consider presentation training (coach)  Join Toastmasters (www.Toastmasters.org)www.Toastmasters.org  Use humor  Be prepared  Include everyone in the meeting

10. © 2009 Kreamer Connect, Inc. 9. Interruptions  Who are you interrupting?  Can it wait?

11. © 2009 Kreamer Connect, Inc. 10. There is no set agenda  Have an agenda…period  Have an agenda with time limits on it  Prepare the agenda in advance  Distribute the agenda before the meeting  Give ample time for pre-meeting work or reading / reviewing to be done,  What do you want the attendees to think, feel and do when the meeting is over?

12. © 2009 Kreamer Connect, Inc. 11. Meetings lack focus Provide an agenda BEFORE the meeting Stay on topic Discussions should focus on the agenda topics Use a “parking lot” for ideas

13. © 2009 Kreamer Connect, Inc. 12. Nothing is resolved Take minutes / notes Wrap up at the end with actions plan Show that contributions were noticed Distribute minutes (no matter how simple the meeting) to all attendees and absentees

14. © 2009 Kreamer Connect, Inc. 13. No follow through  Assess results and assign action to be taken  Assign someone to be accountable for follow-up on the action plan (optional)

15. © 2009 Kreamer Connect, Inc. 14. Meetings are too long  Try standup meetings!  Start at odd time  Make meetings concise  Stick to the agenda  PAY ATTENTION TO TIME – Timeliness is a mark of a leader

16. © 2009 Kreamer Connect, Inc. 15. More speakers than listeners  Include input of attendees  Balance businesslike and casual/fun interaction  If the meeting resembles a lecture, use email  Keep responses to a minimum

17. © 2009 Kreamer Connect, Inc. 16. Great ideas never get done  Accountability of the action plan  Have deadlines  Assign people to follow through

18. © 2009 Kreamer Connect, Inc. 17. Meeting Etiquette / Respect Are you present? Don’t leave meeting Say no to your Blackberry! Look at your company culture – make rules

19. © 2009 Kreamer Connect, Inc. Q & A What are your questions about effective meetings?

20. © 2009 Kreamer Connect, Inc. Contact Patty Kreamer at patty@ByeByeClutter.com patty@ByeByeClutter.com Visit www.ByeByeClutter.com/readytalk www.ByeByeClutter.com/readytalk For a free copy of 101 Simple Tips to Organize Your Life! 412-344-3252