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Share, Confirm, Introduce, Delegate and Discuss: 5 Things to Consider Before you Run your Next Meeting

February 18, 2019Lori Rohrbach

A recent article in Entrepreneur Magazine says organized employees are more successful.  That said, the next time you’re in charge of running a meeting, consider putting in a few minutes of planning first. It’s the planning and organization of the meeting that leaves attendees feeling like their time was well spent and that the organizer (YOU) respected not just their insights and contributions, but their time as well. Below are tips for leading meetings that are purposeful, inspiring and successful.

  • Send out an invite and share the agenda in advance.

When hosting, track who can make it and who can’t. It’s the absentees who will need to be briefed after the meeting. Be sure to send all invitees the agenda and notes from the meeting to keep them in the loop. In the invite, share the objectives and agenda for the meeting, and send the dial-in/Skype/Webex, etc. details to those participating. Go one step further and send a reminder invite with the agenda a second time. This may eliminate wasting the first few minutes of the meeting catching everyone up to speed. One final point: according to research published from the Journal of Organizational Behavior, sticking to a set agenda and not letting the meeting run overtime is something that keeps employees engaged, motivated and interested, not to mention respected.

  • Confirm logistics with attendees.

Whether the meeting is face-to-face, via conference call, through video conference/Skype, or a combination of these, make sure a conference line or space is properly reserved or make sure a room is booked, if you are video-conferencing. Also, double-check that the sound and video quality are meeting-ready. Whether it’s printed materials, charts, or a power-point presentation, make sure you have technology needs in queue and your materials are ready, collated and complete.  If you’re using Skype or Webex, be sure you tell attendees at the start of the call to click into the link you’ve provided in the meeting invite.

  • Introduce attendees and explain their roles.

Can’t tell you how many meetings that I’ve attended where the facilitator/organizer jumps right into the agenda without introducing the meeting attendees on the call. Because a meeting is an exchange of ideas and strategies, it’s very important to share the names, and areas of responsibilities of the people who are invited to your meeting. Don’t assume that everyone knows one another. If appropriate, it may be beneficial to provide a short summary of their role in the project.

  • Delegate what needs to be done.

As the project lead, the meeting is the ideal time to explain what needs to be done and delegate to those on the team. According to an article in the Harvard Business Review, effective leaders not only have to feel confident about the people they have on the team, they need to trust their abilities. When you show your colleague you believe in their compentancy, they are more likely to rise to your expectations.

  • Discuss what happens next.

Before ending the meeting, poll the attendees and make sure everyone is clear on steps moving forward. Let them know you will be follow-up with meeting minutes and a list of actions. An article in Inc. Magazine says that unless a follow-up plan is discussed, team members could feel disconnected from the project and unsure of their role and could cause the project or initiative to wander off course.

Author: Erica Lamberg

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Eight Work-From-Home Etiquette Tips

Eight Work-From-Home Etiquette Tips

 

Whether telecommuting is old hat or something you’ve been forced into as part of the COVID-19 shutdown, here are a few tips to make the experience run smoothly for both employers and employees.

 

Managing expectations

Successful work-from-home strategies always begin with clearly communicated expectations. Make sure your employees have any necessary equipment, tools and resources.  Will they need to track their time? Participate in regularly scheduled meetings? Be available at certain times of day? For employees, know what you’re accountable for and clearly communicate any challenges you’re having.

 

Constant communication

Keep the lines of communication open and be accessible. Check in with employees regularly through apps like Slack, Microsoft Teams, Google Hangouts and Skype, or even an old-fashioned email or phone call. Be genuinely interested in how they’re doing but don’t overdo it. Foster a feeling of trust by not micromanaging.

 

Nine to five…ish

While having a daily schedule is ideal, it may not always be practical right now. Make sure your people know when you need them to be available and try to offer flexibility at other times. They may be juggling school schedules as well as work schedules and working at “off-shift” times may be necessary. Be mindful of employees in different time zones as well.

 

For employees, try to work when you’re at your best, and not when you’re exhausted by kindergarten playtime and fourth grade math. Make sure people know if you will be unavailable at certain times.

 

Taking a break

Getting up and moving clears the head and helps with creativity and problem-solving. Whether it’s a walk around the block or a break for lunch, make time to get away from your desk throughout the day.

 

Signing off

Working from home does not mean being available 24/7. Set an actual end to the workday if possible. Don’t send and respond to messages at all hours. Sign out of messaging apps and close work programs. Understand and respect these boundaries.

 

Location, location, location

When setting up a home office, think about where you will have the fewest distractions – for yourself and for those who may be seeing you and your background on a video conferencing platform. Try to avoid busy spots that may include semi-clad people walking behind you, barking dogs and kids vying for your attention.

 

Conferencing and calls

Be clear about whether you expect people to turn on their cameras during meetings. If so, be clear about how they should be dressed. During calls, mute your phone when you’re not talking to avoid background noise. Headphones can also help with call quality. When speaking, pause frequently so others can participate in the conversation.

 

Social engagement

It’s ok for managers and employees to have some down time together, which may help ward off feelings of isolation. Keep up your normal level of interaction, perhaps with a virtual coffee break or happy hour. Managers should set the tone for how casual to be. Let employees choose what they would like to share, and never pry into areas that were off-limits before.

 

 

Author: Erin Alderfer

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