I bet I know what you’re thinking when that meeting request pops into your inbox: “Great, another one.”
Am I right?
We live in a fast-paced world where every minute of every work day is filled with something. A report that’s due. An exasperating Excel error. A presentation to be finished. Hundreds of emails.
And then ANOTHER meeting looms on the horizon.
Sure, another meeting may be a stressful prospect, but it needn’t be. Start by determining if the meeting is necessary and, if so, consider the following questions, whether you’re the one planning or an attendee:
• Are only the necessary people attending? Don’t invite people who don’t need to attend. If they are key to accomplishing the goal, they should attend.
• Is this the right time for a meeting? Consider everyone’s schedules and other projects when trying to plan a suitable time.
• Does everyone understand the purpose for the meeting? Creating an agenda helps keep the meeting organized and on pace.
• Are all attendees ready to discuss the topics?
• Will all agenda topics fit the time allotted? When meetings run past their scheduled end time, people’s minds begin thinking of other things that need to be done.
• Are there other ways to achieve the goal (email, phone call, etc.) without a meeting?
• Are all of the necessary items available for the meeting (white board, copies, projector, etc.)?
• Is the meeting space available? Does it need to be scheduled?
Taking a couple of minutes to mentally and physically prepare for a meeting will minimize your stress and (hopefully) make the meeting go by faster (and therefore giving you – and everyone else! – time back to do everything in the busy day).