 |
 |
Holding Meetings
Ask a group of business people how they like meetings they attend at work and the vast majority will groan. So many meetings are time wasters that draw you away from the real work you are trying to get done. They often become simply gripe sessions that don't lead to change or improvement.
Yet, when consulting with remodelers, I often find that their lack of well-designed and well run meetings is part of their problem. Holding powerhouse meetings binds a company together and creates a proactive team. Meetings effectively spread information and encourage problem solving. So how do you make each expensive hour of meeting time produce maximum results? I think you'l be surprised just how easy it is.
First, hold meetings with the right people and the right objectives.
1. Most remodelers of any size need to meet with their key team
(the staff running each department such as the office manager, the
production manager and the sales manager) once weekly for 1-1 2
hours. The objective is to get a concise report from each department
on how it is doing and what issues are roadblocks. This is a "tate
of the company" meeting. Once a month, the team reviews the
P & L, Balance Sheet and Budget-to-Actual reports.
2. If there is more than one salesperson, there should be a weekly
sales meeting of 1- 1 2 hours to review lead flow, design and construction
contract signings, discuss any sales issues that staff have and
to review at least one area of professional selling.
3. The monthly production meeting (45 minutes to an hour) of all
production personnel is run by the production manager of the company.
The objectives would include reviewing job progress, discussing
field issues, giving out bonus checks, discussing and reviewing
procedures.
As your company grows there will undoubtedly be more meetings. These are very efficient for the company owner as staff is all in one place for information-gathering and dispersal, education, and brainstorming.
Secondly, be religious about starting and ending meetings on
time.
Starting on time soon makes everyone show up on time. Your agenda
should show arrival at the meeting as 5 minutes before start time.
If the meeting begins to go off track and time is wasting, simply
suggest that the people interested meet after the meeting and report
back next meeting. By closing the meeting on time, you show respect
for the schedules that each person has. Knowing there is a limited
time encourages folk to use the time wisely and appropriately.
Thirdly, have a prioritized agenda.
Even better, have an agenda that also allots time to each discussion
. It pays to have someone in charge of the agenda who can collect
suggestions and prioritize and publish them. Why prioritize? So
if the meeting does not cover all the items published, the least
important are left for next time. The keeper of the agenda is also
the gatherer of assignments and commitments from the meeting.
Fourthly, the meeting needs a Facilitator.
This person is responsible for keeping the meeting on the agenda,
makes sure everyone has a chance to input, quiets those who hog
the time and acts as traffic controller if too many people want
to talk at once.
Fifthly, good meetings inevitably lead to "homework " for certain individuals who've volunteered for a task or been appointed. You'll want to ensure follow through by having the agenda-keeper make a note of who is doing what by when. That goes into the "old business" section of the agenda so progress can be monitored.
Sixthly, don't forget Fun!
Many meetings should include some fun -- whether that's food, good
humor, small awards, etc.
Lastly, be sure that meeting behavior truly represents your company culture. Respect for others, listening attentively, supporting the ideas of others, and straightforwardness are just of the few of the qualities your company may espouse and these should be ingredients in your meetings.
Well-run meetings equal well-run companies. They are engines of change, of building cohesiveness, of getting all staff going the same direction. But they are expensive in personnel time and must be efficient. These seven tips should help you reach meeting happiness.
| FREE 101 PowerTips Report! Subscribe to our Newsletter |
Getting Started
How do you like
our Website?
Quick Links
|
 |
 |
Official Charity of 2008
Remodelers Advantage Inc.
535 Main Street, Suite 211
Laurel, MD 20707
ofc: 301-490-5620
fax: 301-498-6869
Info@RemodelersAdvantage.com