A 10 Step Program to Better Meetings

Meetings suck …
They don’t have to

Why 10 steps?
Because 8 is not enough and 12 is too many
So raise your right hand and repeat after me …

Have a purpose1

Pur•pose
noun
noun: purpose; plural noun: purposes
1. the reason for which something is done or created or for
which something exists. "the purpose of the meeting is to
appoint a trustee”
Why do you even need a meeting?

2 Have an agenda

Take the time to plan
List your agenda topics in order
Number of topics should not exceed your meeting length
Align all of the topics to the meeting purpose
Send the agenda and all pre-work in the invitation

3Invite the right people

Think about the right meeting attendees
Is this person part of the purpose?
Will they contribute to the agenda?
Can they provide a new or different perspective?
Is this someone who has authority to make a decision?
Will they read the pre-work and come prepared?

4Know the environment

Have you been to the location before today?
Is the room configured properly for a meeting?
Will there be adequate seating?
Are there potential distractions?
Is there a phone line?
How about internet? Projector? Screen? Whiteboard?
Can you work the lights?

5 Start on time

OK … so starting on time is not easy
Not all people respect a clock
Set the expectation that you are starting on time
Then start on time … even if the exec is late
You can brief the exec on stuff after the meeting

6Use the pre-work

If you sent it … you must use it!
Follow the agenda … follow the agenda
Use the work you asked people to review
Seek feedback from your reviewers as appropriate
Make sure you have read your own pre-work
If you are not using it … do not send it out
Follow the agenda

7 End on time

End the meeting when you said it would end
You are obligated to respect the clock
End at the conclusion of your agenda
It’s OK to end early
Ask permission to add time if you are running long
Otherwise… end on time and schedule a follow-up

8Say thank you

“A thank you goes a long way”
Everybody has a busy schedule ... acknowledge them
Everybody wants to be appreciated
Everybody likes a little humility now and then
Everybody works a little harder after a thank you

9Follow-up

Follow-up on assignments and promises
If you made a promise follow-up
If you assigned a task follow-up
If you could not answer all the questions follow-up
If you aren’t sure they “got it” follow-up
If you didn’t “get it” follow-up
If in doubt follow-up

10Improve

Never stop improving
Practice your organizational skills for every meeting
Ask people “how the meeting went”
Learn from meetings you attend
Focus on making your meeting different
Learn multiple styles

RetroFit Communications
retrofitcomms@gmail.com
Los Angeles, Ca.
(310) 626-4312
Doland White
President, Founder