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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.
