Some Meeting Process Ideas:
1. Right at the start, before any agenda item is started, one person announces and gets agreement they will be this meeting's "Facilitator." This means they get to tell anyone, at any time to stop, start, "OK, but we'll get back to you in a few moments," etc.
2. Assign a meeting note taker using a prepared form/format that records decision making and accountability/responsibility/due-dates, etc.
3. Place a chart up on the wall labelled "Parking Lot." Anyone who raises an issue NOT on the preprinted agenda gets out of their chair (as the meeting continues) and writes it/places it "In the parking lot!"
4. The last 6 minutes of the meeting is reserved for "Hits & Misses." Going around the room, person by person, each BRIEFLY shares first one" Hit"this meeting had for them. And then it goes again for each to share BRIEFLY one "Miss." NO PROBLEM-FIXING IN THIS MEETING SPACE.
N.B. I am certain you will be able to add to, and improve this
"QA Meeting Success Guide."
Cheers,
Bill
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William M. Hayden Jr., Ph.D., P.E., CMQ/OE, F.ASCE
Buffalo, N.Y.
"It is never too late to be what you might have been." -- George Eliot 1819 - 1880
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Original Message:
Sent: 06-30-2019 21:03
From: Stephanie Slocum
Subject: Becoming a Master of Efficient Meetings
Great suggestions so far! One thing I would like to add is: Make sure those with decision-making authority (if the purpose of the meeting is to decide something and move on) are present at the meeting.
I've attended far too many meetings with clear agendas and purposes, and then it turns out the person with decision-making authority on a topic isn't there, often because the person sending the invitation for the meeting did not fully understand the whole scope of the challenge, and the players involved.
In the consulting structural engineer environment, here's a couple of examples I've seen: an EIT is sent to the meeting on a complicated issue when their supervising PE should really be there, the structural engineer is asked to resolve a soils-related issue that is in the geotechnical engineer's scope, the mechanical engineer is asked if some openings can be moved (at least for building design, that answer requires input from the architect and structural engineer at a minimum), or it's really an owner's decision, and there's no owner rep attending.
When this happens, you end up needing to attend (at least) two meetings and rehash things, often with a different conclusion. Or you spend hours documenting sketches and revisiting how the decision was made, for something that would have taken 15 minutes to resolve had everyone been in attendance at the meeting. It's a giant time waster. One thing I've found that helps is to look through all agenda items in advance, and double checking that if there are items to be resolved where my discipline takes the lead, that all players with a say are actually attending the meeting.
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Stephanie Slocum P.E.,M.ASCE
Founder
Engineers Rising LLC
www.engineersrising.com
Original Message:
Sent: 06-17-2019 09:50
From: Luis Duque
Subject: Becoming a Master of Efficient Meetings
As we all know, more often than not, meetings are inefficient and take longer than they should without any substantial results. I believe we should have meetings only when there is a real pressing need and when a simple call or discussion at a desk is not sufficient. I have been in meetings where not everyone is prepared and they are scrambling through papers and emails to be able to answer the questions that are being asked.
In my opinion, there are 3 things that we need to do to become more efficient in meetings:
1. Meetings do not need to be 30 minutes or 1 hour long if you are able to make them shorter, do it. Have a clear agenda and set times for each topic, and if there is a topic that needs a longer discussion do it at the end with the extra time.
2. Be mindful of other people's time. Engineers are busy, and I personally do not like when people are wasting my time. Be prepared for the meeting with all the information you need to ask the questions and get the answers that are required.
3. If you see the discussion is stalling in one topic without end, intervene and help the meeting move forward.
What are some suggestions you have to have more efficient and fulfilling meetings?
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Luis Duque EIT,A.M.ASCE
Structural Engineer
Broomfield CO
<maskemail>luis@...</maskemail>
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