Meetings are a part of day-to-day operations within an organization. However, to many they are seen as a major waste of time. Ineffective meetings can frustrate goal-oriented employees and can cost money by needlessly tying up employee time. Learn how to conduct effective meetings and increase productivity and morale within the IT department.

Signs of Ineffective Meetings
There are some clear indications that a meeting has been ineffective. The following are some examples and telltale signs:

1. Issues have not been resolved by the end of the meeting.

2. Issues are repeatedly discussed in multiple meetings with no resolution.

3. Discussions take a long time and lead to unrelated topics.

4. Important issues are not identified or discussed.

5. Important arguments are not recorded or remembered.

6. Participants are not clear on outcomes or do not support the resultant decisions.


Recommendations
Follow the guidelines below to make meetings more productive and effective.

1. Decide if the meeting is necessary. Not every situation requires a meeting. Before calling a meeting, assess the importance of the topic and if there are other ways to solve the issue. Ask the following questions:

" Can the issue be solved by writing an e-mail, memo, or short report?

" Does the issue require two-way communication to be resolved?

" Are only the people involved in the decision invited?

2. Decide the purpose of the meeting beforehand. Have a clear objective in mind of what will be discussed and what outcome is desired. Meetings generally work better if they focus on a single purpose instead of multiple purposes.

3. Create an agenda. Build an agenda for the structure of the meeting that includes topics to be discussed. Send the agenda to all participants before the meeting so that everyone may be prepared. Include the following in the agenda:

" Key issues and topics to be discussed.

" A timeline to follow and presenters for each topic.

" Desired outcomes of the meeting.

Use the McLean Report "Meeting Agenda Template to help structure future meetings.

4. Transition between multiple topics. Make sure everyone has a clear understanding of each topic before moving to the next. Assign any tasks related to the topic before continuing.

5. Stick to the agenda. Stick to the timeline that was previously decided. If other issues arise during discussions, record them, and plan to address them at the next meeting. Always end on time, and remember that it is alright to cut a meeting short if desired outcomes have been reached.

6. Discuss how decisions will be made. Criteria should be clearly defined as to how decisions will be made during the meeting. If there is to be a vote, let the participants know when it will take place.

7. Know the audience. Keep the audience engaged during the meeting. Focus on what is important to the participants and allow time for questions to ensure there is understanding. Practice active listening and limit geek speak for a less tech-savvy audience.

8. Assign tasks, responsibilities, and due dates. When action is required after a meeting, each task should be clearly identified and assigned to one or more people who commit to completing it by a specific date.

9. Follow up. Recap at the end of the meeting and follow up with meeting minutes in a timely manner to ensure that everyone has a summary. This will also ensure that participants who were unable to attend may catch up.

10. Examine the process. Like most skills, conducting effective meetings takes time to master. After the meeting, assess how the meeting went and change processes accordingly.


Bottom Line
Ineffective meetings can be unstructured, unproductive and uninspiring to those involved. They can also cost the business money and decrease employee morale. Follow Info-Tech's guidelines on how to conduct effective meetings and increase productivity in the IT department.