Yesterday, I wrote about applying the principles of Macworld keynotes to make meetings more focused, buzzworthy, and useful to those who attend. I referenced Chris Brogan's excellent post on the 3 essential types of meetings. In that post, Chris also offered six brief tips that ring true regardless of meeting type. Below, I've taken each of his tips and added a wiki tip - a way to use a wiki to make his suggestion a reality:
Chris says: Brevity is your friend. Meetings over 1/2 hour are evil.
Wiki tip: When the scheduled meeting time is up, move further discussion to the comments section on the wiki page containing the meeting agenda and minutes.
Chris says: Start on time. Finish on time. Meetings that wait for late people get later each time.
Wiki tip: Use a wiki before, during, and after a meeting. This way, the actual meeting becomes less of a "dumping point" for people to air issues and have long discussions. It becomes a much more focused discussion. If someone's going to be late, they can still contribute by adding something to the wiki - a note on an agenda item, question, or comment, etc.
Chris says: The boss isn't the boss of the meeting. If it's your meeting, be firm, polite, and firm.
Wiki tip: Using a wiki can help here too. Set the tone for the meeting by being in charge of the wiki agenda page. Respond to comments, prioritize questions to be answered during the meeting, etc. Then, when people walk into the meeting, they'll know who's in charge.
Chris says: Copious notes aren't a virtue. Understanding next actions are a virtue.
Wiki tip: This is why I often suggest having everyone contribute to the minutes instead of shouldering one person with the responsibility. You'll get better consensus on what was discussed, and more focus on the actions that need to happen as a result.
Chris says: Every idea needs an owner. If you come up with what has to come next, the NEXT thing you do is find out who owns it, and when, roughly, they will accomplish their task.
Wiki tip: This is a natural case for using a wiki. When you create the agenda page on the wiki, use a simple Scaffold to guide people when they add items, and remind them to include data like: their name (so others know who's responsible for the item) and when the task will be done (so others can keep track).
Chris says: Some meetings are just well-worded email messages and an updated project plan, meaning NO meeting necessary. Trim where you can. People loathe meetings, and the people who love them usually have something wrong with them.
Wiki tip: This is why a meeting should start with the wiki page to construct the agenda. If it's clear that the items don't need much discussion, and aren't worthy of setting aside time for a meeting. Just craft a clear message on the wiki page, and send out a quick email with a link to the page. Then be sure to monitor comments on the page, and respond to questions & concerns.
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