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Better: Prepare an agenda or, if you are too busy, ask someone to do it for you. Then send agenda to participants so that they can prepare for meeting.
Myth 5: Minutes are unnecessary. This is true for any meeting where people wasted time producing nothing. Effective meetings produce results that are worth documenting. Minutes serve to track action items, record decisions, and inform others. If you are planning a meeting with no results worth documenting, ask yourself why that meeting is necessary.
Better: Record key ideas, agreements, and action items during meeting. Then convert these notes into minutes.
Myth 6: Meetings should last a long time. While this may be true for some meetings, most meetings can be conducted in less than an hour. Long, casual meetings lull people into lethargy. In general, people are able to focus on a task for 30 to 60 minutes. Then their attention fades and they take mental holidays to think about other things.
Better: Plan meetings where you spend time and resources in proportion to value of results. That is, an effective meeting should be designed to earn a profit. Also, plan short breaks every 50 minutes.
Myth 7: The effectiveness of meetings is a low priority. This is true if you seldom hold meetings. Of course, if you have more than two employees, you need meetings to make decisions, reach agreements, and develop solutions. Effective meetings are a critically essential activity in running a business. They harness combined wisdom of your staff to invent products, increase sales, improve productivity, plan strategies, and create success.
Better: Learn how to plan and conduct meetings that make your business a success.
Certified professional facilitator and author Steve Kaye helps groups of people hold effective meetings. His innovative workshops have informed and inspired people nationwide. His facilitation produces results that people will support. And his books show how to hold effective meetings. Call 714-528-1300 or visit http://www.stevekaye.com for over 100 pages of information.