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FREE online courses on the Art Of Effective Time Management - TIME SAVERS - CONFERENCES/MEETINGS

 

Meetings, both formal and informal, are the most common way of communicating in the workplace. They are as ideal for delivering specific information to a select group, as they are for eliciting data/feedback from a target group. They are double-edged weapons: if not arranged properly, this time saver could turn into a time waster.

1.      Meeting should have a clear purpose. Ensure there is no better way of achieving that purpose

2.      Only invite those whose presence is essential. Specialists may be invited to briefly air their opinions and depart.

3.      Item specific, time-bound agenda to be circulated well before meeting, to ensure participants come thoroughly prepared. Priority items to be discussed first. No deviation from agenda should normally be encouraged.

4.      Venue should be, as far as possible, conveniently located for all participants, to save travel time/costs

5.      Start meeting, on time, don't summarize for latecomers.

6.      Allow no telephone / other interruptions; cumulative costs can soar when a room full of highly paid executives have to wait

7.      Decisions should crystallize into minutes, to be circulated within 24 hours, clearly listing action points, person whose responsibility it is, and deadline.

8.      Well planned meetings serve a host of useful purposes other than decisions on agenda: personal evaluation, peer/senior level bonding, team spirit, conflict resolutions, information gathering, resource sharing etc.

 

 

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