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Scheduling the meeting

From: Leading Productive Meetings

Video: Scheduling the meeting

The best way to have a group meeting is on a recurring schedule. There are four considerations when it comes to scheduling group meetings: frequency, rhythm, technology, and reminders. First let's talk about frequency. Frequency simply refers to how often you should meet and how long the meeting should be. As a general rule, the more often you meet the shorter the meeting should be. Conversely, the less often you meet the longer the meeting should be. For example, if we have one meeting per month as a company then that meeting maybe 50 or even 80 minutes long.

Scheduling the meeting

The best way to have a group meeting is on a recurring schedule. There are four considerations when it comes to scheduling group meetings: frequency, rhythm, technology, and reminders. First let's talk about frequency. Frequency simply refers to how often you should meet and how long the meeting should be. As a general rule, the more often you meet the shorter the meeting should be. Conversely, the less often you meet the longer the meeting should be. For example, if we have one meeting per month as a company then that meeting maybe 50 or even 80 minutes long.

If, however, you feel it's necessary to have a meeting once per week then that meeting should be much shorter, perhaps 25 minutes long. Second let's consider the rhythm, specifically the rhythm of the business. Every business has a unique rhythm to it, times and days when you're more likely to be interrupted or where the workload is going to be the heaviest. For example, consider a sales department. There are key times of the week when sales rep should be out making contacts and transactions.

Consider the times when you're least likely to be interrupted and when there aren't other important things that should be taking place. The third consideration is technology, in particular the technology that you use to schedule the meeting. There are many fantastic tools available to help with scheduling meetings. They can help you see the schedules of every person that you're inviting to the meeting, that allow you to suggest multiple times to multiple people, and will even handle the coronation for you. When it comes to finding a time to meet as a group, whether it's recurring or just one time, use one of these technology tools. Let the technology do the work for you. It will save you hours of frustration and a lack of focus.

And finally, when scheduling a meeting consider how reminders will be sent out. By sending reminders you make it easy for people to keep the date and time. You give them a moment to remember the meeting and recommit to attend. I recommend two kinds of reminders. First, use automatic computer reminders. All calendaring programs have the opportunity to create a reminder for yourself when scheduling a meeting. I recommend that you use that feature. Set a reminder as far off before the meeting as you feel is necessary and if you're scheduling with other people, encourage them to do the same.

The second type is the personal reminder. The easiest way to remind others is through email. For example, you can have one member of the team assigned the responsibility of sending a brief email to everyone reminding them of the meeting time and location. Consider the frequency, rhythm, technology, and reminders when scheduling your group meetings and you'll make the best use of your meeting time.

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This video is part of

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Leading Productive Meetings

35 video lessons · 20204 viewers

Dave Crenshaw
Author

 
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  1. 1m 32s
    1. Welcome
      1m 3s
    2. Using the exercise files
      29s
  2. 11m 33s
    1. Understanding the principles of successful meetings
      3m 56s
    2. Using technology
      2m 12s
    3. Meeting virtually (audio and video conferencing)
      2m 55s
    4. Understanding the importance of time management
      30s
    5. Deciding between group and one-to-one meetings
      2m 0s
  3. 22m 21s
    1. Determining whether a meeting is necessary
      2m 50s
    2. Scheduling the meeting
      3m 0s
    3. Establishing ground rules
      2m 50s
    4. Determining who is in charge
      3m 21s
    5. Having an agenda
      2m 50s
    6. Preparing development
      4m 30s
    7. Coming prepared
      3m 0s
  4. 26m 5s
    1. Budgeting time
      2m 32s
    2. Taking minutes
      2m 34s
    3. Opening
      2m 32s
    4. Presenting the development
      3m 38s
    5. Following up on commitments
      2m 24s
    6. Giving everyone a voice
      3m 32s
    7. Giving and taking feedback
      3m 14s
    8. Keeping meetings productive and on topic
      2m 27s
    9. Reviewing action items and closing the meeting
      2m 2s
    10. Reviewing minutes
      1m 10s
  5. 15m 39s
    1. Understanding the importance of the one-to-one
      2m 29s
    2. Deciding who to meet with in a one-to-one
      2m 50s
    3. Establishing a one-to-one schedule
      2m 44s
    4. Determining the one-to-one agenda
      1m 56s
    5. Listening effectively ("What do you need from me?")
      1m 36s
    6. Delegating effectively ("This is what I need from you.")
      2m 19s
    7. Reviewing action items and closing
      1m 45s
  6. 4m 12s
    1. Completing action items
      1m 16s
    2. Following up on action items delegated to others
      2m 6s
    3. Reassessing the effectiveness of meetings
      50s
  7. 49s
    1. Final thoughts
      49s

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