Keep Meeting Short

Prepare, be realistic, remain firm.

Planning ahead ensures that every meeting is relevant, doesn't overrun and isn't held back by uninformed, boring or disinterested people attending it. It takes discipline and organisation to make sure the meeting remains within the timeframe - usually an hour.

Leading presentation coach Deborah Torres Patel says: "Communication in advance that you are only available for the scheduled meeting time and politely excuse yourself if the meeting runs overtime. It is your right to leave."

Meetings that end on time do not happen by accident. Planning begins before the meeting starts and takes into account the agenda, the participants and possible distractions.

PREPARE

• Identify the aim of your meeting.
• Put the most important item first.
• Establish a clear outcome for each point.
• Ask yourself, "Who should attend?" "Should they be present for all or just part of the meeting?"
• Place controversial points towards the end so the early part of the meeting can flow smoothly.

INFORM

• Send out the agenda at least one week before the meeting.
• When circulating the agenda, state that the meeting will start and end on time. This will set the tone for an efficient meeting. Obviously, the chairperson must stick to the timeline.

THE MEETING DAY

• Rehearse your presentation (if applicable)
• Arrive early and double-check equipment.
• Avoid giving all handouts at the beginning because you'll find people leafing through the paperwork instead of being attentive.
• If speakers are long-winded, the moderator can interrupt with "May we address the next item on our agenda?" or "Can the people involved go over the details later?"
• If an argument or unresolved item prolongs a meeting, call the formal part of the meeting to close and organise a seperate meeting to address that particular issue.
• Before ending the meeting, specify who will be doing what and why.

Deborah Torres Patel is a leading voice, speech and presentation coach. For the last 20 years, she has worked in over 60 countries teaching people to speak, sing and communicate with more confidence using a unique commincation training system she created called Expressing You!®

Extracted from Simply Her / April 2005 issue.