training : web-based training : communication skills : making your meetings work : small meetings–planning informal meetings

Making Your Meetings Work

Video 1: Small Informal Meeting Example (5:45) Video 2: Guidelines for Small Informal Meetings

VIDEO MENU * denotes current video Making Your Meetings Work   Introduction Small Meetings   * Planning Informal Meetings Structured Meetings Large Meetings   Planning Large Meetings Techniques   Panel Discussions Brainstorming Role Playing Effective Use of PowerPoint Brief Solution Groups Quiz (for CE credit)

Essential Elements Small, informal meetings are usually for staff within your office. The goal of small meetings is to have an in-person meeting with your staff and to build camaraderie. Set start and finish times and keep to them, but understand that people may be coming late or leaving early. Make them brief, but not too broken up. Cancel if you don’t really need to meet – if there is no purpose. Minimize interruption by doing the following: Get someone to be on call during the meeting Turn off cell phones and pagers Establish rules about computer use Remind people of their delegated responsibilities and that you will ask for reports by a certain time, then do it! Ending a meeting is important: Summarize, and ask if there is any lack of clarity about what has been decided. Let everyone know when the next meeting is and who is responsible for which action items for the next meeting. Send out the notes of decisions made, delegated responsibilities, topics to be covered in another meeting and timelines within the next two days.

Quick Facts Informal meetings build camaraderie Make meetings brief Have start and finish times Limit cell phone and computer use Send meeting notes soon after the meeting Identify decisions and who is responsible for which action items