{"id":4939,"date":"2010-10-21T07:00:26","date_gmt":"2010-10-21T14:00:26","guid":{"rendered":"https:\/\/svapm.org\/?p=4939"},"modified":"2010-10-21T14:31:16","modified_gmt":"2010-10-21T21:31:16","slug":"effective-meeting-management-skills-are-not-only-for-the-board-room","status":"publish","type":"post","link":"https:\/\/svapm.org\/?p=4939","title":{"rendered":"Effective meeting management skills are not only for the board room"},"content":{"rendered":"

\"\"<\/a>Effective meeting management skills are not just for the board room.\u00a0 Everyone could benefit from these useful tips.\u00a0 Check out a question that I recently received regarding chronic lateness.
\nQuestion:<\/strong> I had a potential roommate to interview.\u00a0 I emailed him that I would be at the house until 11:45am and that I needed to leave for another appointment at that time.\u00a0 He arrived by 11:40 and then I couldn\u2019t find a good way to end the conversation.\u00a0 He made me 30 minutes late for\u00a0my next\u00a0appointment.\u00a0 This happens often to me.<\/p>\n

Answer:<\/strong> It is hard to “cut-off” a conversation, especially if this person took time and effort to travel to your location and the goal of the meeting had not been completed. We often feel we’re being rude and not considerate to that person.\u00a0 But when we’re delayed and making someone else late or wait on us, we’re also being rude and inconsiderate to the other person as well.<\/p>\n

Here are some things that could have been done upfront to avoid being either to either.<\/p>\n

1)\u00a0\u00a0\u00a0\u00a0\u00a0 Use the buffer technique between appointments<\/p>\n

You already had a previous scheduled appointment at 12:00pm.\u00a0 You correctly noted that you need to\u00a0leave the house by 11:45am.\u00a0\u00a0 But you also need some prep time like: going to the rest room before you leave, collecting your keys, books, notes before you leave, lock up before you leave, etc.<\/p>\n

Adding a buffer around that appointment would have helped.\u00a0 For instance, if you needed to\u00a0be in the car at 11:45am, mentally end your previous activity by\u00a011:30am.\u00a0 This gives you the time you need to collect yourself and prepare for your leaving.\u00a0\u00a0 As you get better with this technique, the buffer time can be reduced or eliminated.<\/p>\n

2)\u00a0\u00a0\u00a0\u00a0\u00a0 Use the Timebox technique in the majority of your appointments and tasks<\/p>\n

Allocate an amount of time that you are willing to give to this activity.\u00a0\u00a0 Try to move away from the mind-set “doing this task until it’s done\/dead”.\u00a0\u00a0\u00a0 Allocate your ROI (how much time you are willing to spend on it, before it loses its benefit).\u00a0 Many tasks can be briefly covered initially, and then returned to later.\u00a0\u00a0 Decide how much time\u00a0you actually need to spend\u00a0“right now” on it.<\/p>\n

Try to move away from \u201call or nothing\u201d mind-set.\u00a0 Split your tasks into mini-tasks or mini-time-block allocations.\u00a0 Have a specific goal in mind for each mini-task.<\/p>\n

3)\u00a0\u00a0\u00a0\u00a0\u00a0 Be explicit and clear about your schedule<\/p>\n

Once again, estimate how long it would take show and discuss the roommate situation.<\/p>\n

For instance, if you estimate that the roommate tour would take 20-30 minutes, then your friend has to show up before 11:00am \u2013 in order to assure that you leave for your other appointment on time.\u00a0 11:00am is the time you tell your visitor (not 11:45).<\/p>\n

If you feel it will take 20 minutes to 30 minutes to tour the house and room, then figure out when the visitor should arrive\u00a0 (in order to have the 30 minutes of discussion).\u00a0 Publish your START TIME<\/strong>, not only your END TIME.<\/p>\n

If you had explicitly told him to drop by before 11:00am \u2013 you-two would have the time to tour the place (your Start Time) and accomplish your other tasks.\u00a0\u00a0 Making him aware that you will need to end the meeting by 11:30am (which includes a buffer), because you have another appointment at that time (your end time), will also allow you to accomplish your other tasks.<\/p>\n

4) Review the purpose and\u00a0 ground rules before the meeting.<\/p>\n

When he arrives, re-iterate the time schedule, so no one misunderstands.\u00a0 If you run out of time, just schedule another time to continue (split into mini-tasks).\u00a0\u00a0 Make sure to put time\/place to the meeting.<\/p>\n

If you leave it open ended (I will be at the house until 11:45am) \u2013 he can arrive at 11:40 and still be within your timeframe.\u00a0\u00a0 This way \u2013 if you are explicit with the start time (when he should arrive in order to have the right amount of time), then IF HE DOES arrive at 11:40, he\u2019s not surprised if you are gone \u2013 or on your way out.<\/p>\n

5)\u00a0\u00a0\u00a0\u00a0\u00a0 End-game on the meeting<\/p>\n

If parties understand UP-FRONT, no one will be angry when you cut-off the conversation at the appropriate and published time<\/p>\n

Make sure you schedule (in your calendar) any follow-up meeting or discussion.\u00a0 It\u2019s not sufficient to say \u201cwe\u2019ll catch up later to continue this conversation\u201d.\u00a0 Just take a few extra moments to actually schedule the time and place.<\/p>\n

Before your part, summarize what was accomplished in the meeting and any action items before you leave.\u00a0 This could include:<\/p>\n