Discuss four general strategies that managers can use to streamline meetings.

Question

What will be an ideal response?

Answer 1

Four general strategies that managers can use to streamline meetings include:

1. Set a clear goal and communicate it beforehand. Before you call a meeting, ask yourself what specific task or tasks you want the meeting to accomplish. Write these down in the form of an agenda with time limits for each point, leaving brief time slots' for attendees' input and discussion. At least a day beforehand, share the agenda with everyone invited to attend.

2. Start and end on time. Respect other people's time commitments. Be the first in the meeting room and start when you said you would. Stick to the time limits you've allowed for each agenda item, and keep your eye on the clock. Learn how to gently but firmly cut off unproductive discussion. ("Thanks for your contribution, Jay. Let's quickly hear from one more person before we move on to the next point.")

3. Consider frequent, short meetings rather than infrequent, long ones. People focus better during meetings of an hour or less and feel more energized afterwards to accomplish the goals they've been assigned. They also find it easier to make time for short meetings than to give up an entire morning or afternoon.

4. Follow up. Within 24 hours of the meeting, clarify results and expectations by sending attendees a summary of decisions made, tasks to be performed, and who is to perform them and when.