Before the meeting:
- Set an agenda and send the documents to the respective people so that they come prepared.
- The invites should go at least 2–3 days ahead of time.
- Set Meeting Expectations- Let the invitees know what do you aim to do once you finish the meeting.
During the meeting:
- “Say it in 5 words”- The agenda of the meeting. Be crisp and precise.
- At the end of each meeting or a topic, pause to agree on next steps and establish specific commitments with clear deadlines.
- Let people know they can negotiate at the time they make the commitments, especially with regard to due dates.
- Don’t use the automatic “by the next meeting” as the due date. Be thoughtful about what timing make the most sense.
- Make clear that you expect each commitment will be fulfilled as agreed upon, and if something comes up, you expect they’ll reach out to discuss the change.
- Assign someone to check in at appropriate intervals to ensure the commitments will be kept as promised or re-evaluated if something unexpected comes up.
- Set a time limit and don’t be afraid to shut people up
- Be like a talk show host.
After the meeting
- Send meeting minutes:Meeting minutes don’t need to include everything everyone said. They do need to include following:
- Date, time location
- Key points raised and decisions made
- Keep all documents and decisions made safe with the previous meeting minutes.
- Keep sending Gentle reminders to the person who are responsible for the work that needs to be done.
If you want to understand more of time management/meeting management, check this TedX video
Do you have more tips? Let us know.