Meetings With A ZAP

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Meetings With A ZAP (Instead of a Nap)
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Meetings With A ZAP

• Today
• Meeting Basics
• Effective Planning
• Leading a Meeting
• Meeting Room Fun

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Meetings With A ZAP
The Basics

• Why?
• Phone tag, e-mail, paper trail
• To meet or not to meet?
• Could it be covered in e-mail or memo?
• Is there a clear goal?
• Can you set an agenda?
• Are the appropriate people attending?

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The Basics
Terminate a regularly scheduled meeting when its
purpose for being no longer exists
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Meetings With A ZAP
Effective Planning

• Dont Meet!
• Could the same information be covered in a memo,
  e-mail or brief report?
• One-way information dissemination versus
• Two-way information sharing

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Meetings With A ZAP
Effective Planning

• Set clear objectives
• By the end of the meeting, I want the group to
• Can help you plan the meeting
• Can help you evaluate the meeting so it becomes
  more effective

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Meetings With A ZAP
Effective Planning

• Provide an agenda beforehand
• A brief description of the meeting objectives
• A list of the topics and who will address each
  one
• Time, date, location
• Background information

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What's the most important thing you should do
with your agenda?
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Effective Planning

• Assign meeting preparation
• Give all participants something to prepare for
  the meeting.
• The goal is to direct participants' attention to
  the meeting objectives.

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Effective Planning

• Assign action items
• Listen for key comments that flag potential
  action items
• Don't let them pass by without addressing them
  during your meeting
• Assign tasks and projects as they arise during
  the meeting
• Will tell participants that you value their
  opinions and time

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Effective Planning

• Examine your meeting process
• Occasionally review your meeting(s)
• What worked well in this meeting?
• What can we do to improve our next meeting?
• Receive feedback from each participant if
  appropriate
• Make a plan to improve the next meeting

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Leading The Meeting

• Start on time
• Overview of agenda and overall objective
• Notes?
• Keep the meeting on track

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Leading The Meeting

• Assign a particular individual or group to
  follow-up on each action item including a
  deadline and priority level
• Wrap up the meeting by reviewing the items
  discussed, assignments and dates
• End on time or preferably early

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Leading The Meeting

• After the meeting is over, send the meeting
  information to all the participants
• Include a summary of all the action items
  assigned during the meeting.
• This acts as a reminder to all participants of
  who's responsible for what and by when

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• Meeting Room Fun
• Different location
• Play a game that makes them laugh
• Prizes
• Have someone else lead the meeting