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How can you be more productive in the meetings?

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Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
How to avoid more meetings and be productive in the meetings, without wasting others time.
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Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
Oct 06, 2018 12:53 AM
Replying to Cesar Fiestas
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Pench,

Actually to host a good meeting is an art... and a lot of it have to do with knowing ahead of time about what's going to be discussed and keep the meeting as Michael Coleman told you on his response....Keep it on target.
Cesar, thank you!
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Joanna Couto Boston, MA, United States
Prepare meeting agenda, including minutes/topic, minutes total, decisions needed, options, pros/cons, in advance. Review with your manager(s), coworkers, requesting their opinions. Revise if needed. You can even decide which decisions you'd like in advance, go to each meeting attendee individually in advance. Talk with them, explain each decision needed, present your case for your desired decision. If you gain each attendees agreement individually in advance, then the meeting will be very fast. People hesitate to go against prior agreement.
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1 reply by Pench Batta
Oct 09, 2018 9:47 AM
Pench Batta
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Joanna, excellent information! Thanks a lot for your insights.
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Ashleigh Kennett-Smith ICT Project Manager| Australian Red Cross Lifeblood Adelaide, South Australia, Australia
As suggested by many above have an AGENDA with set times (to control the "wafflers"). Basically be very clear what you're trying to achieve!! As Joanna suggested where decisions are required canvass everyone first and perhaps limit the number of decisions per meeting. And don't be scared to finish early!!
This goes for both one off meetings and recurring meetings.
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1 reply by Pench Batta
Oct 09, 2018 9:49 AM
Pench Batta
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Thank you, Ashleigh!
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Anton Oosthuizen Senior Business Analyst / Project Manager| Self Employed Pretoria, Gauteng, South Africa
As facilitator:

1) Make sure that the agenda is distributed in advance
2) Make sure you have an actionable agenda
3) Know how to handle different personality types, this will help you to keep it on track
4) Don't dismiss 'irrelevant' discussions. Park it for a off line or side discussion. Outright dismissal will create discontent.

As attendee:

1) Go prepared. Read the agenda, know the agenda.
2) Inform the facilitator in advance if you have missed targets on action items allocated to you.
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1 reply by Pench Batta
Oct 09, 2018 9:50 AM
Pench Batta
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Anton, absolutely outstanding information! Thanks a lot.
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Srikana Ray
Community Champion
IT Project Manager
In addition to the valuable suggestions above, invite only those people who are absolutely needed in the meeting.
-They should be aware of the agenda prior to the meeting so that they can contribute effectively.
- If someone can provide status or information in email/personally without being present in the meeting understand their perspective.
- Meetings should be held for planned schedule and not extended to indefinite hours.
- Off topic discussions not in agenda should not be entertained in the scheduled meeting.
...
1 reply by Pench Batta
Oct 09, 2018 9:52 AM
Pench Batta
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Srikana, very good points. Sometimes, people come and sit in the meetings without any involvement. Getting the right people into the meeting will save our time and their time also.
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Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
Oct 08, 2018 9:38 PM
Replying to Joanna Couto
...
Prepare meeting agenda, including minutes/topic, minutes total, decisions needed, options, pros/cons, in advance. Review with your manager(s), coworkers, requesting their opinions. Revise if needed. You can even decide which decisions you'd like in advance, go to each meeting attendee individually in advance. Talk with them, explain each decision needed, present your case for your desired decision. If you gain each attendees agreement individually in advance, then the meeting will be very fast. People hesitate to go against prior agreement.
Joanna, excellent information! Thanks a lot for your insights.
avatar
Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
Oct 08, 2018 10:32 PM
Replying to Ashleigh Kennett-Smith
...
As suggested by many above have an AGENDA with set times (to control the "wafflers"). Basically be very clear what you're trying to achieve!! As Joanna suggested where decisions are required canvass everyone first and perhaps limit the number of decisions per meeting. And don't be scared to finish early!!
This goes for both one off meetings and recurring meetings.
Thank you, Ashleigh!
avatar
Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
Oct 09, 2018 1:04 AM
Replying to Anton Oosthuizen
...
As facilitator:

1) Make sure that the agenda is distributed in advance
2) Make sure you have an actionable agenda
3) Know how to handle different personality types, this will help you to keep it on track
4) Don't dismiss 'irrelevant' discussions. Park it for a off line or side discussion. Outright dismissal will create discontent.

As attendee:

1) Go prepared. Read the agenda, know the agenda.
2) Inform the facilitator in advance if you have missed targets on action items allocated to you.
Anton, absolutely outstanding information! Thanks a lot.
avatar
Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
Oct 09, 2018 3:04 AM
Replying to Srikana Ray
...
In addition to the valuable suggestions above, invite only those people who are absolutely needed in the meeting.
-They should be aware of the agenda prior to the meeting so that they can contribute effectively.
- If someone can provide status or information in email/personally without being present in the meeting understand their perspective.
- Meetings should be held for planned schedule and not extended to indefinite hours.
- Off topic discussions not in agenda should not be entertained in the scheduled meeting.
Srikana, very good points. Sometimes, people come and sit in the meetings without any involvement. Getting the right people into the meeting will save our time and their time also.
avatar
Pench Batta Enterprise Lean Agile DevOps Coach /SAFe Program Consultant (SPC6)| Capgemini, Inc. Bentonville, Ar, United States
Thank you all for all the great insights!
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