Guilherme CalobaProduction Engineer| PETROBRASRio De Janeiro, Rio De Janeiro, Brazil
In my opinion, it is key to have ground rules and a clear agenda.
I've been into meetings where topics are vague, like what's new on project alpha. That allows for any kind of information and, when in group, everybody insists on commenting everything, it is quite annoying.
I remember when phones were not allowed, now it is very difficult to do so. People are using notebooks and phones all the time. We should keep meetings short, if possible.
Another dreadful thing that kills meetings for me is when people don't do regular breaks. You have a meeting that goes on from 9 am to 12 am. By the time you reach 10:30am, everybody's mind is somewhere else. A 10 minute break can do miracles.
And kudoz to Riyadh, who definitely has the best answer!
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2 replies by Riyadh Salih and Vincent Guerard
Aug 13, 2018 12:39 AM
Riyadh Salih
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Guilherme, Thank you for your encouragement, actually I agree with the point of having short break and that's what meant by having coffee, I use the pomodoro technique because if the meeting is long and the speaker speak slow and low voice people fall into sleep :-)
In my opinion, it is key to have ground rules and a clear agenda.
I've been into meetings where topics are vague, like what's new on project alpha. That allows for any kind of information and, when in group, everybody insists on commenting everything, it is quite annoying.
I remember when phones were not allowed, now it is very difficult to do so. People are using notebooks and phones all the time. We should keep meetings short, if possible.
Another dreadful thing that kills meetings for me is when people don't do regular breaks. You have a meeting that goes on from 9 am to 12 am. By the time you reach 10:30am, everybody's mind is somewhere else. A 10 minute break can do miracles.
And kudoz to Riyadh, who definitely has the best answer!
Guilherme, Thank you for your encouragement, actually I agree with the point of having short break and that's what meant by having coffee, I use the pomodoro technique because if the meeting is long and the speaker speak slow and low voice people fall into sleep :-) Saving Changes...
Tamer Zeyad SadiqAssistant Cost Manager| Turner & TownsendRiyadh, Ar Riyad, Saudi Arabia
Make agenda for meeting and focus the important topics like WBS dictionary, risk status, progress reports,..etc. Keep notified to stakeholder by usinf communication method and using ground rules during meeting!!!
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1 reply by Vincent Guerard
Aug 14, 2018 5:39 PM
Vincent Guerard
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Tamer,
Interesting
Progress report, you mean just an update?
Agenda for the meeting should be defined in advance. Facilitator should ensure that the meeting does not extend beyond the scheduled time. This can be done by restricting audience going off the agenda of the meeting. The detailed discussion can be taken 1:1 by them.
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1 reply by Vincent Guerard
Aug 14, 2018 5:41 PM
Vincent Guerard
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Kanchan,
agenda is distributed also in advance!
Limiting the audience is a good one, be selective.
1. Set the Agenda. Meetings need a reason. ... 2. Know Who is Where. Monitor who is in attendance. ... 3. Timing is Everything. Start the meeting on time. ... 4. Know the Agenda. Have each agenda item assigned to a meeting member who is able to speak to the issue 5. Review the Previous Meeting's Minutes. This is a serious risk management issue
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1 reply by Vincent Guerard
Aug 15, 2018 5:54 PM
Vincent Guerard
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Thanks Kevin,
Very good
Saving Changes...
Anonymous
Have a variety in questions closed/open ended. Park questions that require additional inputs to support answer, invite specific audience, send out the agenda prior to meeting.
You have already received good suggestions. Few from my end-
1. Try to limit audience. Choose a representative from every stream to join the meeting at initial stage. When you have some good action points to discuss, then you can invite entire audience.
Calling the entire group at once will lead you nowhere.
2. Prepare agenda. Ensure that your audience come prepared. Start/stop meeting on time.
3. Timeboxing for every speaker may also help you.
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1 reply by Vincent Guerard
Aug 15, 2018 5:56 PM
Vincent Guerard
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Sonali,
Love timeboxing for the subject not just the speaker
Saving Changes...
Dinah YoungProject Manager / Software Asset Manager| Prince William CountySpringfield, Va, United States
Aug 12, 2018 10:22 PM
Replying to Vincent Guerard
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Do you differentiate facilitator and who call the meeting?
It is often the person who called the meeting but not always. I have facilitated meetings called by other people. It will depend on the culture of your organization.
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1 reply by Vincent Guerard
Aug 14, 2018 5:43 PM
Vincent Guerard
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Dinah
That is something I like when possible a facilitator and someone else to take notes.
Saving Changes...
George LewisProgram/Project Manager| DXC Technology CompanyHeredia, Costa Rica
Very interesting question... Saving Changes...
anca stefanescuProject methodology expert| BRD GROUPE SOCIETE GENERALEBucharest, Romania
1. Try to estimate a meeting duration which would cover all intended subjects (difficult, I know!)
2. As much as possible, mix of subjects: do not fill the agenda with complex topics only
3. Send out the agenda - already mentioned so many times here :)
4. Ask the participants to be punctual !
5. During the meeting keep the discussion for all participants, do not allow small groups to form and discuss in parallel
6. Keep the participants focused on the subject (even if they are top management; I ve done that in the past and I still have a job!!)
7. If time is (almost) up and you still have topics to discuss, inform the participants and let them know they will have to attend another meeting to conclude
8. Last, but not least: prepare a well structured, clear and not too long presentation
