Be Productive Meetings Checklist

Be Productive – Meetings Checklist

At beproductive.ie we help organisations improve their productivity by providing practical training, advice, tips and tools. Meetings take up a lot of time and can really affect our productivity. So we have created a Be Productive Meetings Checklist to help make your meetings more productive.

Be Productive Meetings Checklist

BEFORE

First of all it is important to spend some time planning your meeting.

  • Invite those with a role to play (participate, learn, inform)
  • Ask for input on agenda topics
  • Circulate the agenda with any pre-reading or reference documents

DURING

Then actively manage the meeting as it takes place.

  • Set the meeting expectations
  • Agree ground rules *
  • Nominate a note-taker
  • Encourage participation from all
  • Don’t dominate the discussion
  • Keep on track, park long discussions
  • Ensure key decisions and actions are recorded
  • Recap to gain commitment & assign actions
  • Review what worked well /what didn’t
  • Thanks people for their time and contribution

* The ground rules can be as simple as switching off phones or not bringing laptops to the meeting.

AFTER

Finally make sure you maximise the good work done in the meeting by following up afterwards on actions, decisions and unresolved issues.

  • Circulate actions
  • Follow up on any parked discussions
  • Resolve any issues that emerged

Click here for a copy of our Be Productive Meetings template. For more meeting tips read our article Make Meetings Productive.

If you would like further information on Productivity or wish to book a Be Productive training session, please contact Moira or Ann on our Contact Form.

Main Photo by Climate KIC on Unsplash

Productive Meetings

Be Productive – How to End a Business Meeting Effectively

By Moira Dunne

We all spend way to many precious business hours every day in meetings. There are many tips for making meetings more efficient but for today I just want to give you one tip. Focus on the close out of your meeting and make sure you are maximising this part.

Why? Because arguably this is the most important 5 minutes of the entire meeting so that everyone is clear about what was agreed. And if you want everyone to follow up on their assigned actions then, yes you’ve guessed it, the end is the time to get this buy-in.

Now I know you are all too busy in meetings to read long articles so I have given you a short summary below of the best way to end your meeting.

Key Pointers to end the meeting

  1. Check for completion
    • did everyone have time to air their views, did all topics get covered?
  2. Check for alignment
    • Asking the question, “Is everyone OK with where we ended up?” will surface questions or concerns so they can be resolved as soon as possible.
  3. Agree on next steps
    • Getting firm, clear commitments  to ensure progress between meetings.  Clearly state what you will do by when and asking others to do the same
  4. Check for acknowledgements
    • Take a moment to be positive about what was accomplished in the meeting, even if not everything you set out to cover. Let people know you appreciate their time and contribution.

Be More productive

We all need to work on our meeting skills but using this checklist gives you a chance of instant improvement and hopefully better results too. If you try this out or have any more meeting tips please add a comment below.