#ProdChat – 10/26/2016 – How to Prepare for an Effective Meeting
On October 26, 2016, #ProdChat discussed the topic, How to Prepare for an Effective Meeting. As the start of a series of discussions over the next three weeks, we are discussing how to make meetings effective for you and with whomever you are meeting. We discussed how to prepare for an effective meeting today, next week we’ll discuss how to conduct effective meetings (from being a good host, facilitating discussions, parliamentary procedure for the 21st century, and how to handle conflicts), and close out the series with how to handle post-meeting notes and responsibilities. Watch the slideshow to see what the productivity enthusiasts on #ProdChat had to say about “How to Prepare for an Effective Meeting.” Enjoy!
Questions:
- Why is preparation so important to an effective meeting?
- How do you identify and communicate the purpose of an effective meeting?
- How do you make sure the right people help prepare and attend the meeting?
- If you or someone is presenting at a meeting, what preparation needs to be done?
- How do you prepare an effective meeting agenda?
- What is the best way to build consensus on a meeting agenda/decisions beforehand?
- What actions should be done before an effective meeting?
- What should be provided to participants before a meeting?
- How do you determine how choices are made at a meeting (e.g., vote, appointed decisionmaker, etc.)?
- If there is equipment or tools to be used or presented with at the meeting, what should you do to prepare?
Raw transcript:
| User | Tweet | Time |
| rsidneysmith | Welcome to #ProdChat, the weekly chat for productivity enthusiasts! https://t.co/C40vBakDrB https://t.co/EmRc0KWXPL | Wed Oct 26 23:59:00 +0000 2016 |
| rsidneysmith | Today on #ProdChat we’re discussing “How to Prepare for an Effective Meeting.” Join us! https://t.co/0bdcdao6Gc | Thu Oct 27 00:00:00 +0000 2016 |
| rsidneysmith | @DrFrankBuck Hi, Frank! How’re you today, good sir? #prodchat | Thu Oct 27 00:00:00 +0000 2016 |
| DrFrankBuck | Doing well @rsidneysmith . Hope you have had a good week. #prodchat | Thu Oct 27 00:00:54 +0000 2016 |
| rsidneysmith | So, let’s start! In a tweet, introduce yourself. #prodchat https://t.co/PWN9LVHHoC | Thu Oct 27 00:01:00 +0000 2016 |
| prodchat | We are starting #ProdChat now! Join us! #productivity #smallbiz #meetingprofs #meetings https://t.co/Y4CyL7ySS2 | Thu Oct 27 00:01:26 +0000 2016 |
| DrFrankBuck | Frank Buck from Alabama. I write and speak on organization and time management. #prodchat | Thu Oct 27 00:01:55 +0000 2016 |
| rsidneysmith | What’s a #productivity success you’ve had this or last week? #prodchat https://t.co/jeisYMsbB5 | Thu Oct 27 00:02:00 +0000 2016 |
| rsidneysmith | Ray from DC. @Evernote Certified Consultant, @GoogleSmallBiz Advisor, & Productivity/Technology/Management Consultant. #prodchat | Thu Oct 27 00:03:34 +0000 2016 |
| rsidneysmith | Please add #prodchat to tweets. Questions will come as Q1, Q2, Q3. Answer A1, A2, A3, for readability! [pic] :04 |
Thu Oct 27 00:04:01 +0000 2016 |
| DrFrankBuck | Today led a book study on my book with a great group of school leaders. #prodchat | Thu Oct 27 00:04:20 +0000 2016 |
| rsidneysmith | I wonder if @macbikegeek will be joining us today. I forgot that I hadn’t sent a reminder to him. 🙂 #prodchat https://t.co/Gw6nOiEeRx | Thu Oct 27 00:04:40 +0000 2016 |
| rsidneysmith | @DrFrankBuck That’s fantastic! I hope it went well! #prodchat | Thu Oct 27 00:04:57 +0000 2016 |
| rsidneysmith | Q1: Why is preparation so important to an effective meeting? #prodchat https://t.co/sRNrzqvgm3 | Thu Oct 27 00:05:00 +0000 2016 |
| ArtGelwicks | Hey folks, everybody have a productive day? #prodchat | Thu Oct 27 00:05:05 +0000 2016 |
| DrFrankBuck | Hello Art. Welcome. #prodchat | Thu Oct 27 00:05:32 +0000 2016 |
| ArtGelwicks | A1: A meeting without a plan is a compounding lack-of-interest. #prodchat | Thu Oct 27 00:05:48 +0000 2016 |
| rsidneysmith | @ArtGelwicks Hey, Art! Good to have you here. Quite a productive day…really looking forward to this #prodchat mini-series/discussions! | Thu Oct 27 00:05:58 +0000 2016 |
| rsidneysmith | @ArtGelwicks And, how are you doing, Art? #prodchat | Thu Oct 27 00:06:14 +0000 2016 |
| ArtGelwicks | Doing well, been uping my writing frequency the last couple of weeks. #prodchat | Thu Oct 27 00:06:41 +0000 2016 |
| rsidneysmith | @milhealth @macbikegeek HA! ? #prodchat | Thu Oct 27 00:06:51 +0000 2016 |
| DrFrankBuck | A1: When you don’t plan, you waste your time. When you don’t plan a meeting, you waste everybody’s time. #prodchat | Thu Oct 27 00:07:22 +0000 2016 |
| halduauthor | Hey #prodchat friends, just got here. A1: a meeting without preparation is like a ship without a sail ⛵️ | Thu Oct 27 00:07:24 +0000 2016 |
| DrFrankBuck | Welcome Ben. #prodchat | Thu Oct 27 00:08:05 +0000 2016 |
| ArtGelwicks | A1: Always remember that the amount of time wasted is a multiple of the number of attendees. #prodchat | Thu Oct 27 00:08:19 +0000 2016 |
| DrFrankBuck | @ArtGelwicks Exactly! #prodchat | Thu Oct 27 00:08:56 +0000 2016 |
| halduauthor | RT @DrFrankBuck: A1: When you don’t plan, you waste your time. When you don’t plan a meeting, you waste everybody’s time. #prodchat | Thu Oct 27 00:09:03 +0000 2016 |
| rsidneysmith | A1: Not planning for a meeting is like being at work with no aim x the number of meeting attendees! #prodchat | Thu Oct 27 00:09:13 +0000 2016 |
| macbikegeek | @rsidneysmith @milhealth good evening! thanks for the ping, Ray. I was in transit to FARM folk music conference in Iowa City, Iowa #prodchat | Thu Oct 27 00:09:20 +0000 2016 |
| JKatzaman | A1 Being unprepared for meetings ruins everyone’s day because those meetings last a whole day. #ProdChat | Thu Oct 27 00:09:35 +0000 2016 |
| rsidneysmith | @macbikegeek @milhealth Happy to ping ya! Sorry I forgot you in my list of #prodchat reminders. Hope the commute was good! | Thu Oct 27 00:09:52 +0000 2016 |
| rsidneysmith | Q2: How do you identify and communicate the purpose of an effective meeting? #prodchat https://t.co/YAsiHgYlJl | Thu Oct 27 00:10:00 +0000 2016 |
| rsidneysmith | @halduauthor Hey, Ben! Good to see you! How’re you doing today? #prodchat | Thu Oct 27 00:10:05 +0000 2016 |
| milhealth | RT @rsidneysmith: @macbikegeek @milhealth Happy to ping ya! Sorry I forgot you in my list of #prodchat reminders. Hope the commute was good! | Thu Oct 27 00:10:07 +0000 2016 |
| prodchat | RT @DrFrankBuck: A1: When you don’t plan, you waste your time. When you don’t plan a meeting, you waste everybody’s time. #prodchat | Thu Oct 27 00:10:15 +0000 2016 |
| ArtGelwicks | A2: Subject line of the invite, preliminary agenda shared in advance, clear statement of expected results #prodchat | Thu Oct 27 00:10:43 +0000 2016 |
| halduauthor | @rsidneysmith pretty good. Still a little under the weather #prodchat | Thu Oct 27 00:10:44 +0000 2016 |
| macbikegeek | @rsidneysmith @halduauthor 🙂 uneventful but half of it in really hard rainstorms. only about 4 hours. #prodchat | Thu Oct 27 00:10:49 +0000 2016 |
| CathyagentHPW | Cathy von Hassel-Davies NC REALTOR and writer #prodchat | Thu Oct 27 00:10:56 +0000 2016 |
| rsidneysmith | A1: I think about a meeting as a time of concentrated work to be done. That means every minute counts and should be planned. #prodchat | Thu Oct 27 00:11:16 +0000 2016 |
| rsidneysmith | @CathyagentHPW Hi, Cathy! Glad you can join us here on #ProdChat, the weekly #productivity chat! How’re you today? | Thu Oct 27 00:11:32 +0000 2016 |
| halduauthor | @JKatzaman so true #prodchat | Thu Oct 27 00:11:33 +0000 2016 |
| rsidneysmith | @JKatzaman Hey, Jim! how’re you doing today? #prodchat | Thu Oct 27 00:11:47 +0000 2016 |
| rsidneysmith | @halduauthor Awe, well, I hope you feel better soon. #prodchat | Thu Oct 27 00:12:10 +0000 2016 |
| DrFrankBuck | A1: Good planning shows respect for everyone in the room. #prodchat | Thu Oct 27 00:12:20 +0000 2016 |
| JKatzaman | A2 Create a meeting agenda and sent it out beforehand so everyone knows what to expect. #ProdChat | Thu Oct 27 00:12:24 +0000 2016 |
| rsidneysmith | @macbikegeek @halduauthor That’s quite a hike! I know those drives all too well. But, glad it was positively uneventful. 🙂 #prodchat | Thu Oct 27 00:12:40 +0000 2016 |
| CathyagentHPW | @rsidneysmith Doing great! Enjoying the great weather we’ve been having. #ProdChat | Thu Oct 27 00:12:53 +0000 2016 |
| ArtGelwicks | A2: Understand that meetings are to discuss and decide, not to review and do. #prodchat | Thu Oct 27 00:12:57 +0000 2016 |
| harrisonia | RT @rsidneysmith: REMINDER: #ProdChat, the weekly #productivity chat, is 8pm Eastern / 5pm Pacific – Topic: Preparing for Effective Meeting… | Thu Oct 27 00:13:07 +0000 2016 |
| macbikegeek | a2 start the meeting by recapping expected outcomes and agenda for meeting and setting any ground rules for the discussion. #prodchat | Thu Oct 27 00:13:16 +0000 2016 |
| JKatzaman | @rsidneysmith Doing fine, Ray. How’s things with you? #ProdChat | Thu Oct 27 00:13:35 +0000 2016 |
| rsidneysmith | A2: I always think about whether the meeting needs to be held at all. If it does, that’s the reason I should communicate. #prodchat | Thu Oct 27 00:13:38 +0000 2016 |
| rsidneysmith | A2a: Then, I usually choose to communicate that appropriately: letter, email, phone, or at another event/meeting. #prodchat | Thu Oct 27 00:14:00 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q1: Why is preparation so important to an effective meeting? #prodchat https://t.co/sRNrzqvgm3 | Thu Oct 27 00:14:03 +0000 2016 |
| rsidneysmith | @JKatzaman Glad to hear, sir! Things are well here! Discussing meetings gets me excited! 😛 #prodchat | Thu Oct 27 00:14:29 +0000 2016 |
| DrFrankBuck | A2: An agenda allows people to do their homework ahead of time. Less thinking off the top of your head. #prodchat | Thu Oct 27 00:14:34 +0000 2016 |
| harrisonia | Hey folks! Sonia tweeting from Northern Virginia and able to join #ProdChat tonight! | Thu Oct 27 00:14:37 +0000 2016 |
| prodchat | RT @ArtGelwicks: A2: Understand that meetings are to discuss and decide, not to review and do. #prodchat | Thu Oct 27 00:14:56 +0000 2016 |
| rsidneysmith | Q3: How do you make sure the right people help prepare and attend the meeting? #prodchat https://t.co/kSxpswHdRf | Thu Oct 27 00:15:00 +0000 2016 |
| ArtGelwicks | A2a: Remind people the importance of doing their prep work #prodchat | Thu Oct 27 00:15:09 +0000 2016 |
| rsidneysmith | @macbikegeek We’ll be discussing the actual meeting next time. 😉 #prodchat https://t.co/lAVQkRYLyU | Thu Oct 27 00:15:23 +0000 2016 |
| rsidneysmith | @harrisonia Hi, Sonia! Good to have you here on #prodchat today! How’re you? | Thu Oct 27 00:15:47 +0000 2016 |
| DrFrankBuck | A2: I like agendas that start off saying, “At the end of this meeting, the following will be true..” #prodchat | Thu Oct 27 00:15:53 +0000 2016 |
| milhealth | Great point! #prodchat https://t.co/FGsw0BQjmG | Thu Oct 27 00:16:33 +0000 2016 |
| JKatzaman | A3 Based on your agenda, you’ll know the meeting topics and who can address those topics. Include them in the meeting. #ProdChat | Thu Oct 27 00:16:46 +0000 2016 |
| milhealth | RT @rsidneysmith: Q3: How do you make sure the right people help prepare and attend the meeting? #prodchat https://t.co/kSxpswHdRf | Thu Oct 27 00:16:46 +0000 2016 |
| macbikegeek | a3 private contact w key participants to enlist support and commitment to get ready. set clear expected outcomes sent to all #prodchat | Thu Oct 27 00:16:50 +0000 2016 |
| rsidneysmith | A3: I assess every meeting as a project in and of itself…I do a SWOT analysis…determine who needs to attend or provide input. #prodchat | Thu Oct 27 00:16:57 +0000 2016 |
| DrFrankBuck | A3: Think about who really needs to be human be there. Smaller is usually better. #prodchat | Thu Oct 27 00:17:07 +0000 2016 |
| harrisonia | A1) Prep is important for effective mtgs b/c it provides continuity for the event’s purpose & reaching expectations. #ProdChat | Thu Oct 27 00:17:21 +0000 2016 |
| harrisonia | RT @DrFrankBuck: A1: When you don’t plan, you waste your time. When you don’t plan a meeting, you waste everybody’s time. #prodchat | Thu Oct 27 00:18:09 +0000 2016 |
| w3consulting | #ProdChat, the weekly #productivity chat is happening now! Join us! https://t.co/QMPg5OrQF8 | Thu Oct 27 00:18:37 +0000 2016 |
| harrisonia | RT @ArtGelwicks: A1: Always remember that the amount of time wasted is a multiple of the number of attendees. #prodchat | Thu Oct 27 00:19:33 +0000 2016 |
| harrisonia | RT @rsidneysmith: A1: Not planning for a meeting is like being at work with no aim x the number of meeting attendees! #prodchat | Thu Oct 27 00:19:47 +0000 2016 |
| rsidneysmith | Q4: If you or someone is presenting at a meeting, what preparation needs to be done? #prodchat https://t.co/95dEFiDEbU | Thu Oct 27 00:20:00 +0000 2016 |
| harrisonia | RT @JKatzaman: A1 Being unprepared for meetings ruins everyone’s day because those meetings last a whole day. #ProdChat | Thu Oct 27 00:20:01 +0000 2016 |
| halduauthor | A3: people only help prepare if they derive some benefit from having the meeting. if you want their help, meet their needs #prodchat | Thu Oct 27 00:20:04 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q2: How do you identify and communicate the purpose of an effective meeting? #prodchat https://t.co/YAsiHgYlJl | Thu Oct 27 00:20:08 +0000 2016 |
| ArtGelwicks | A4: Presentation view and tuning, identification of key message items, rehearsal of flow and message. #prodchat | Thu Oct 27 00:20:50 +0000 2016 |
| rsidneysmith | A4: I try to make sure that if someone is presenting, that I extend an opportunity for a practice run with me before the meeting. #prodchat | Thu Oct 27 00:21:35 +0000 2016 |
| DrFrankBuck | A4: I want to know who the audience is, my time frame, room setup. #prodchat | Thu Oct 27 00:21:49 +0000 2016 |
| rsidneysmith | A4: I also ask for them to submit to me the presentation slides beforehand, not just for tech but also so I know they’ve prepared. #prodchat | Thu Oct 27 00:22:01 +0000 2016 |
| macbikegeek | a4 understand who you are trying reach, what u want them to take away and what “currency” they need to “buy” what u r selling #prodchat | Thu Oct 27 00:22:24 +0000 2016 |
| macbikegeek | a4 understand who you are trying reach, what u want them to take away and what “currency” they need to “buy” what u r selling #prodchat | Thu Oct 27 00:22:24 +0000 2016 |
| ArtGelwicks | A4a: I always “walk the stage” to make sure I’m comfortable with the surroundings. #prodchat | Thu Oct 27 00:22:36 +0000 2016 |
| rsidneysmith | A4: If I’m presenting, I usually send a questionnaire about a variety of details. The more information the better I can prepare. #prodchat | Thu Oct 27 00:22:53 +0000 2016 |
| rsidneysmith | @halduauthor Absolutely. Self-interest is the highest form of return on investment. Haha. #prodchat | Thu Oct 27 00:23:22 +0000 2016 |
| harrisonia | A2) Identify & communicate purpose of effective mtgs by answering WHAT/WHY, tying those w/ your audience’s combined interest. #ProdChat | Thu Oct 27 00:23:49 +0000 2016 |
| harrisonia | RT @ArtGelwicks: A2: Subject line of the invite, preliminary agenda shared in advance, clear statement of expected results #prodchat | Thu Oct 27 00:23:56 +0000 2016 |
| CathyagentHPW | A4: Research and develop on the agenda, line up speaker/s, don’t forget the desserts 😉 #ProdChat | Thu Oct 27 00:24:06 +0000 2016 |
| rsidneysmith | @ArtGelwicks That’s helpful if you’re able to go to the venue before the meeting! #prodchat | Thu Oct 27 00:24:06 +0000 2016 |
| rsidneysmith | Q5: How do you prepare an effective meeting agenda? #prodchat https://t.co/l6eE64ER5N | Thu Oct 27 00:25:00 +0000 2016 |
| rsidneysmith | @harrisonia Yes! I like that the meeting can be thematic and therefore more focused on meeting everyone’s needs! #prodchat | Thu Oct 27 00:25:02 +0000 2016 |
| DrFrankBuck | . @CathyagentHPW Desserts are always good! #prodchat | Thu Oct 27 00:25:18 +0000 2016 |
| JKatzaman | A4 Consider why you need to have a meeting in the first place. What needs to be discussed with whom? Set a time limit and place. #ProdChat | Thu Oct 27 00:25:36 +0000 2016 |
| rsidneysmith | A5: I usually start with templates I’ve created for a variety of different meetings I regularly have. It builds upon success. #prodchat | Thu Oct 27 00:26:29 +0000 2016 |
| harrisonia | A2.2) Communicate the purpose of effective mtg by linking objectives w/ approved industry standards. #ProdChat | Thu Oct 27 00:26:45 +0000 2016 |
| rsidneysmith | A5a: After each really successful meeting, I note what made it successful, and so many times it was a good agenda! #prodchat | Thu Oct 27 00:27:03 +0000 2016 |
| JKatzaman | A5 For an agenda, know what topics to include and a logical progression from start to finish. #ProdChat | Thu Oct 27 00:27:22 +0000 2016 |
| rsidneysmith | @JKatzaman Yes, nothing hurts a meeting more than jumping around topics that, reordered, could be so much smoother. #prodchat | Thu Oct 27 00:28:00 +0000 2016 |
| harrisonia | @rsidneysmith Good so far and long week! How have u been? #ProdChat | Thu Oct 27 00:28:05 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q3: How do you make sure the right people help prepare and attend the meeting? #prodchat https://t.co/kSxpswHdRf | Thu Oct 27 00:28:34 +0000 2016 |
| rsidneysmith | @harrisonia Same here…pretty hectic, but all’s well that ends well. Two more presentations and Friday will be here! 😉 #prodchat | Thu Oct 27 00:28:37 +0000 2016 |
| rsidneysmith | Did you miss a #productivity book discussion? Catch up here: https://t.co/yz1SnjAQm1 And, join us for this months’… https://t.co/bfbEDrGSaa | Thu Oct 27 00:29:00 +0000 2016 |
| rsidneysmith | A5: You can Google almost any kind of meeting agenda and find several good examples. Use them as a starting point! #prodchat | Thu Oct 27 00:29:37 +0000 2016 |
| DrFrankBuck | A5: Put the meatier stuff towards the first of the meeting so you don’t run out of time. #prodchat | Thu Oct 27 00:29:50 +0000 2016 |
| rsidneysmith | Q6: What is the best way to build consensus on a meeting agenda/decisions beforehand? #prodchat https://t.co/g3K4YLRyGx | Thu Oct 27 00:30:01 +0000 2016 |
| rsidneysmith | @DrFrankBuck Yes, and with the tough stuff out of the way, meetings usually rise in energy and momentum (if they’re done well). #prodchat | Thu Oct 27 00:30:23 +0000 2016 |
| DrFrankBuck | A5: Assign a time limit for each agenda item. #prodchat | Thu Oct 27 00:30:32 +0000 2016 |
| CathyagentHPW | A5: Agenda is discussed in last meeting Then line up agenda to keep interest going during meeting 1-business 2-speaker 3-wrap-up #ProdChat | Thu Oct 27 00:30:45 +0000 2016 |
| harrisonia | A3) Choose the right mtg mgmt & prep team by ensuring every1 understands the event purpose and their role with it & its success. #ProdChat | Thu Oct 27 00:31:23 +0000 2016 |
| rsidneysmith | Q6 has more to do with what @ArtGelwicks said earlier. https://t.co/s1BTUhI9rI How do you get to those decisions at the table? #prodchat | Thu Oct 27 00:31:29 +0000 2016 |
| macbikegeek | a5 we do very targetted meetings, either list of items or single small topic for status or decision, stand-up formats #prodchat | Thu Oct 27 00:31:38 +0000 2016 |
| rsidneysmith | A6a: For almost every decision on a meeting agenda, I have conversations with each meeting participants who has a vote/say. #prodchat | Thu Oct 27 00:32:08 +0000 2016 |
| ArtGelwicks | A6: If it’s a decision that can be made and committed to it’s ready for a meeting. If not, defer it. #prodchat | Thu Oct 27 00:32:43 +0000 2016 |
| rsidneysmith | A6b: I want to know how they’ll vote or lean before we are altogether. No surprises in an effective meeting. #prodchat | Thu Oct 27 00:32:44 +0000 2016 |
| macbikegeek | a6 have to do the offline work with key stakeholders you need support from and know the politics beforehand and get people onboard #prodchat | Thu Oct 27 00:32:57 +0000 2016 |
| rsidneysmith | A6c: Meeting decisions, IMHO, should mostly be already decided before you walk in the meeting room. Hash out the details before. #prodchat | Thu Oct 27 00:33:07 +0000 2016 |
| rsidneysmith | A6d: Otherwise, you get into tug-of-war in the meeting instead of making decisions. #prodchat | Thu Oct 27 00:33:26 +0000 2016 |
| harrisonia | A3) The agenda brings attendees closer to the actual meeting content since viewing the objectives; continues momentum. #ProdChat | Thu Oct 27 00:34:31 +0000 2016 |
| harrisonia | RT @DrFrankBuck: A2: I like agendas that start off saying, “At the end of this meeting, the following will be true..” #prodchat | Thu Oct 27 00:34:44 +0000 2016 |
| rsidneysmith | Q7: What actions should be done before an effective meeting? #prodchat https://t.co/6EWMe3us3q | Thu Oct 27 00:35:00 +0000 2016 |
| ArtGelwicks | @rsidneysmith Excellent point. Meetings are good for consensus building and validation. #prodchat | Thu Oct 27 00:35:12 +0000 2016 |
| JKatzaman | A6 Be prepared to present options for decision points so everyone knows pros and cons to reach best course of action. #ProdChat | Thu Oct 27 00:35:31 +0000 2016 |
| DrFrankBuck | A7: A great agenda is tops. #prodchat | Thu Oct 27 00:35:49 +0000 2016 |
| harrisonia | @ArtGelwicks Yes! Review and do during committee meetings! #ProdChat https://t.co/PD5JxYa9l7 | Thu Oct 27 00:35:49 +0000 2016 |
| DrFrankBuck | A7: #prodchat | Thu Oct 27 00:36:04 +0000 2016 |
| bobstanke | I wanted to join the #prodchat tonight, but watching my squad had to come first. #PowerOfThePack | Thu Oct 27 00:36:08 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q4: If you or someone is presenting at a meeting, what preparation needs to be done? #prodchat https://t.co/95dEFiDEbU | Thu Oct 27 00:36:38 +0000 2016 |
| DrFrankBuck | A7: Also check temperature, sufficient seating, refreshments ready. #prodchat | Thu Oct 27 00:36:59 +0000 2016 |
| JKatzaman | A7 An effective meeting depends on preparation. Wing it, and everyone wastes time. #ProdChat | Thu Oct 27 00:37:06 +0000 2016 |
| briandordevic | RT @rsidneysmith: Welcome to #ProdChat, the weekly chat for productivity enthusiasts! https://t.co/C40vBakDrB https://t.co/EmRc0KWXPL | Thu Oct 27 00:37:51 +0000 2016 |
| rsidneysmith | A7: I get as many actions toward projects to be discussed at the meeting. That way, the project is as far along as possible. #prodchat | Thu Oct 27 00:38:13 +0000 2016 |
| rsidneysmith | @DrFrankBuck Good point! I once taught a full-day seminar in a library that was soooo hot. Good training, terribly uncomfortable! #prodchat | Thu Oct 27 00:38:47 +0000 2016 |
| harrisonia | A4) B4 presenting, KNOW your subject matter and know your audience. Don’t speak far above them and don’t be condescending. #ProdChat | Thu Oct 27 00:38:50 +0000 2016 |
| ArtGelwicks | Be prepared for your tech to fail. You need be able to execute no matter what happens. #prodchat | Thu Oct 27 00:39:41 +0000 2016 |
| rsidneysmith | Q8: What should be provided to participants before a meeting? #prodchat https://t.co/kxP66YG6gt | Thu Oct 27 00:40:01 +0000 2016 |
| rsidneysmith | A-men! As I always say, “the presentation goes on with or without PowerPoint”! #prodchat https://t.co/WEM79fNo3q | Thu Oct 27 00:40:27 +0000 2016 |
| DrFrankBuck | . @harrisonia So important. Tailoring the content to the audience is sometimes tough but very important. #prodchat | Thu Oct 27 00:40:32 +0000 2016 |
| CathyagentHPW | Temp very imp! too hot or too cold people want to sleep instead of paying attention. https://t.co/gmY9Kwhk6F #ProdChat | Thu Oct 27 00:40:43 +0000 2016 |
| harrisonia | A4.2) If presenting, bring your own LCD cables just in case and a backup of the presentation u sent in advance. #ProdChat | Thu Oct 27 00:40:52 +0000 2016 |
| macbikegeek | a8 agenda and any materials needed to support discussion/decision making at the meeting #prodchat | Thu Oct 27 00:40:52 +0000 2016 |
| rsidneysmith | A8: All materials that they need to review to be informed and prepared to discuss and decide and act at the meeting. #prodchat | Thu Oct 27 00:41:06 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q5: How do you prepare an effective meeting agenda? #prodchat https://t.co/l6eE64ER5N | Thu Oct 27 00:41:18 +0000 2016 |
| rsidneysmith | A8a: Don’t wait until the day before the meeting to send materials! Or, worse, give them a stack at the meeting! #unproductive #prodchat | Thu Oct 27 00:41:31 +0000 2016 |
| DrFrankBuck | A8: Participants need to know what’s going to be expected so they can prepare. #prodchat | Thu Oct 27 00:41:36 +0000 2016 |
| harrisonia | RT @CathyagentHPW: A4: Research and develop on the agenda, line up speaker/s, don’t forget the desserts 😉 #ProdChat | Thu Oct 27 00:41:57 +0000 2016 |
| rsidneysmith | @harrisonia Don’t forget a spare presenter remote and batteries! That’s saves me at about 1 in 10 meeting presentations. #prodchat | Thu Oct 27 00:42:07 +0000 2016 |
| JKatzaman | A8 Present participants with an agenda and expectations before the meeting along with a list of everyone attending. #ProdChat | Thu Oct 27 00:42:35 +0000 2016 |
| halduauthor | Sorry #prodchat internet on the train is iffy… | Thu Oct 27 00:42:41 +0000 2016 |
| rsidneysmith | A8b: My staff knows that if someone provides me a stack at meeting, I’m likely to call for postponement and rescheduling. #prodchat | Thu Oct 27 00:43:28 +0000 2016 |
| harrisonia | A5.1) #RobertsRules of Order, Newly Revised has a good starting point for drafting a meeting agenda. #ProdChat #RONR | Thu Oct 27 00:43:45 +0000 2016 |
| rsidneysmith | @halduauthor Hey, it happens to the best of us! A few weeks ago Twitter was on the fritz. Lol. #prodchat | Thu Oct 27 00:43:49 +0000 2016 |
| rsidneysmith | @harrisonia Oh, how I love parliamentary procedure! I was a parliamentarian in a past life, I tell ya! 😉 #prodchat | Thu Oct 27 00:44:22 +0000 2016 |
| ArtGelwicks | Being a Toastmaster was an excellent way to hone my presentation skills #prodchat | Thu Oct 27 00:44:28 +0000 2016 |
| rsidneysmith | Q9: How do you determine how choices are made at a meeting (e.g., vote, appointed decisionmaker, etc.)? #prodchat https://t.co/V8usqLWmz6 | Thu Oct 27 00:45:01 +0000 2016 |
| ArtGelwicks | A9: Depends if you have a group of peers or if there are organizational layers present #prodchat | Thu Oct 27 00:46:10 +0000 2016 |
| harrisonia | A5.2) Prepare effective mtg agenda by 1st checking your org’s operating procedures. Use mtg objectives as framework. #ProdChat | Thu Oct 27 00:46:22 +0000 2016 |
| DrFrankBuck | Q9: I hate voting publicly. People are often pressured to go with the flow. #prodchat | Thu Oct 27 00:46:47 +0000 2016 |
| rsidneysmith | @CathyagentHPW David Letterman kept the Ed Sullivan Theater at 55 F…it got the most laughs! Not at your meetings, folks! #prodchat | Thu Oct 27 00:47:06 +0000 2016 |
| macbikegeek | a9 setting who decides is part of setting up meeting and agenda. it depends like @ArtGelwicks said. #prodchat | Thu Oct 27 00:47:11 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q9: How do you determine how choices are made at a meeting (e.g., vote, appointed decisionmaker, etc.)? #prodchat https:/… | Thu Oct 27 00:47:23 +0000 2016 |
| JKatzaman | A9 Know ahead of time what choices need to be made at the meeting and the approach needed to reach those results. #ProdChat | Thu Oct 27 00:47:52 +0000 2016 |
| rsidneysmith | @DrFrankBuck We now use an online voting tool that’s purely for internal business decisions. Votes are tallied w/o group pressure. #prodchat | Thu Oct 27 00:48:36 +0000 2016 |
| rsidneysmith | @DrFrankBuck That is, there is still group pressure, but not as much from having to vote aloud or call votes. #prodchat | Thu Oct 27 00:49:00 +0000 2016 |
| harrisonia | A9) Voting methods & who’s eligible should be clearly defined in org bylaws w/ the procedures in a separate document. #ProdChat | Thu Oct 27 00:49:06 +0000 2016 |
| Specodi | RT @harrisonia: A4.2) If presenting, bring your own LCD cables just in case and a backup of the presentation u sent in advance. #ProdChat | Thu Oct 27 00:49:14 +0000 2016 |
| CathyagentHPW | @rsidneysmith I would be curled up in a ball going to sleep 🙂 55 to cold for a meeting #ProdChat | Thu Oct 27 00:49:38 +0000 2016 |
| rsidneysmith | Q10: If there is equipment or tools to be used or presented with at the meeting, what should you do to prepare?… https://t.co/e5mJEt3h3B | Thu Oct 27 00:50:00 +0000 2016 |
| rsidneysmith | A9: One problem is many meetings are far less formal, don’t adhere to parliamentary procedure. So standards need to be set. #prodchat | Thu Oct 27 00:50:16 +0000 2016 |
| harrisonia | A5) Also include time limits w/ agenda to keep it moving. #ProdChat | Thu Oct 27 00:50:56 +0000 2016 |
| rsidneysmith | A9a: Don’t take the lack of formality as an out for less structure. That’s usually when a framework can usually work best. #prodchat | Thu Oct 27 00:51:01 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q6: What is the best way to build consensus on a meeting agenda/decisions beforehand? #prodchat https://t.co/g3K4YLRyGx | Thu Oct 27 00:51:09 +0000 2016 |
| DrFrankBuck | A9: Start with voting secretly on a number of alternatives. Narrow to the top several and vote from them. #prodchat | Thu Oct 27 00:51:19 +0000 2016 |
| macbikegeek | @rsidneysmith informality is fine if small group and all know the rules to follow – most of our internal meetings are this way #prodchat | Thu Oct 27 00:51:30 +0000 2016 |
| rsidneysmith | A10: I usu. leave it to IT to test and setup meeting equipment. But then once I show up for a meeting, I’ll then do a pre-check. #prodchat | Thu Oct 27 00:51:36 +0000 2016 |
| JKatzaman | A10 Practice with meeting tools to make sure you are familiar with them and everything works. #ProdChat | Thu Oct 27 00:51:37 +0000 2016 |
| rsidneysmith | @macbikegeek Exactly. If there’s a culture that exists and the group is small and established. Otherwise, it can be ineffective. #prodchat | Thu Oct 27 00:52:06 +0000 2016 |
| rsidneysmith | @CathyagentHPW On the flip side, I would make sure that that meeting didn’t last long! Haha. 😉 #prodchat | Thu Oct 27 00:52:58 +0000 2016 |
| harrisonia | A6) Build consensus on a mtg agenda/decisions beforehand by REQUESTING INPUT from key organizers, members, or officers. #ProdChat | Thu Oct 27 00:53:06 +0000 2016 |
| Specodi | RT @JKatzaman: A10 Practice with meeting tools to make sure you are familiar with them and everything works. #ProdChat | Thu Oct 27 00:53:09 +0000 2016 |
| macbikegeek | @rsidneysmith totally agree, like so many things, the right approach is very situational #prodchat | Thu Oct 27 00:53:26 +0000 2016 |
| prodchat | RT @macbikegeek: @rsidneysmith totally agree, like so many things, the right approach is very situational #prodchat | Thu Oct 27 00:53:40 +0000 2016 |
| rsidneysmith | Join us for the next #productivity book club’s live discussion! https://t.co/wQRfxIkzyT #prodchat https://t.co/AGfiliCk9t | Thu Oct 27 00:54:00 +0000 2016 |
| prodbookgrp | Join us for the next #productivity book club’s live discussion! https://t.co/n14akGjZH4 #prodchat https://t.co/lSEMiezQdr | Thu Oct 27 00:54:01 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q7: What actions should be done before an effective meeting? #prodchat https://t.co/6EWMe3us3q | Thu Oct 27 00:54:11 +0000 2016 |
| rsidneysmith | Please note: this is the first #prodchat in a mini-series on effective meetings! We have two more weeks’ discussion… https://t.co/43ntyVViwU | Thu Oct 27 00:54:52 +0000 2016 |
| rsidneysmith | Next #ProdChat: November 2 – We take meetings to the next level with… “How to Conduct Effective Meetings!” Have a… https://t.co/WvSH1YmjkC | Thu Oct 27 00:55:01 +0000 2016 |
| rsidneysmith | A10: If someone is bringing a prototype of something, I usu. ask about safety measures. Also, if they want to test it in the space.#prodchat | Thu Oct 27 00:56:10 +0000 2016 |
| macbikegeek | thanks, @rsidneysmith, good session! thanks all and have a good week. #prodchat | Thu Oct 27 00:56:20 +0000 2016 |
| rsidneysmith | A10: Since I work with many entrepreneurs, I usually ask if they want to setup/test their Web/Mobile app before presenting. #prodchat | Thu Oct 27 00:56:51 +0000 2016 |
| harrisonia | A7) B4 an effective mtg, ensure attendees have submitted & shared reports; bring their copy of org bylaws & std oper procedures. #ProdChat | Thu Oct 27 00:56:59 +0000 2016 |
| CathyagentHPW | thanks @rsidneysmith for a great #ProdChat on How to Prepare for an Effective Meeting | Thu Oct 27 00:57:07 +0000 2016 |
| DrFrankBuck | Have a productive week all! #prodchat | Thu Oct 27 00:57:11 +0000 2016 |
| rsidneysmith | @CathyagentHPW You’re very welcome, Cathy! Join us again soon! #prodchat | Thu Oct 27 00:57:34 +0000 2016 |
| CathyagentHPW | Goodnight all! A great #ProdChat tonight, looking forward to next week! | Thu Oct 27 00:57:54 +0000 2016 |
| harrisonia | @DrFrankBuck Yes! Don’t forget having an optimal seating arrangement for THAT particular group. #ProdChat https://t.co/zrIHcfoMOM | Thu Oct 27 00:58:29 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q8: What should be provided to participants before a meeting? #prodchat https://t.co/kxP66YG6gt | Thu Oct 27 00:58:39 +0000 2016 |
| rsidneysmith | Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 00:59:00 +0000 2016 |
| harrisonia | A8) Before the meeting, share with all participants the agenda, reports, other supporting docs, and list of speakers, of any. #ProdChat | Thu Oct 27 01:00:14 +0000 2016 |
| harrisonia | RT @ArtGelwicks: Be prepared for your tech to fail. You need be able to execute no matter what happens. #prodchat | Thu Oct 27 01:00:25 +0000 2016 |
| GTDPhilly | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| gtdpgh | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| w3consulting | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| prodchat | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| prodbookgrp | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| gtdnyc | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| gtddc | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| focusatwork | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:00:34 +0000 2016 |
| harrisonia | RT @JKatzaman: A8 Present participants with an agenda and expectations before the meeting along with a list of everyone attending. #ProdChat | Thu Oct 27 01:00:55 +0000 2016 |
| harrisonia | RT @rsidneysmith: @harrisonia Oh, how I love parliamentary procedure! I was a parliamentarian in a past life, I tell ya! 😉 #prodchat | Thu Oct 27 01:01:15 +0000 2016 |
| harrisonia | @rsidneysmith I’ve served as a parliamentarian but hadn’t become an RP. Love the rules and order! #ProdChat | Thu Oct 27 01:03:07 +0000 2016 |
| harrisonia | Aiming to be here on time for next week! Enjoyed #ProdChat! https://t.co/BQrgU50Ncw | Thu Oct 27 01:05:01 +0000 2016 |
| harrisonia | RT @rsidneysmith: Please note: this is the first #prodchat in a mini-series on effective meetings! We have two more weeks’ discussions upco… | Thu Oct 27 01:05:24 +0000 2016 |
| harrisonia | RT @rsidneysmith: Next #ProdChat: November 2 – We take meetings to the next level with… “How to Conduct Effective Meetings!” Have a great… | Thu Oct 27 01:05:41 +0000 2016 |
| harrisonia | RT @rsidneysmith: Q10: If there is equipment or tools to be used or presented with at the meeting, what should you do to prepare? #prodchat… | Thu Oct 27 01:06:06 +0000 2016 |
| harrisonia | A10) Test at least 3 times: b4 leaving home, upon arrival w/ A/V techs prior to day of mtg, and early on day of mtg. #ProdChat | Thu Oct 27 01:07:50 +0000 2016 |
| harrisonia | A10.2) Ask what model the tech devices are on-site to ensure compatibility. Bring your own cables, extension cords, & flash drive. #ProdChat | Thu Oct 27 01:10:55 +0000 2016 |
| harrisonia | RT @rsidneysmith: Thanks, #productivity enthusiasts! #prodchat Join us next week! @prodchat https://t.co/abUvmPmKvc | Thu Oct 27 01:11:24 +0000 2016 |