I'm getting ready to head into a 6 hour meeting (10-4). For long meetings I usually like to put together a document that outlines why we're here.
Welcome - this should include the attendees names if you know everyone ahead of time.
Project Objectives - most meetings are related to some project, so I always restate the high level objectives at the outset of the meeting
Purpose - This is the purpose of the meeting, what we hope to accomplish
Agenda - this should be time-based if possible (10-11 this, 11-12, that, etc.)
Ground Rules - this one is most applicable for longer meetings
My ground rules are almost always the same:
- Focus on Business Requirements
- Nothing is off limits!
- Think BIG
- See the whole picture
- Seek Simplification
- Maintain Altitude (stay within scope and level of detail)
- Maintain Direction (Keep the objectives in mind)
- Maintain Speed (follow the agenda)
- DON’T keep anything to yourself
- No Defending Sacred Cows
- No Beating a Dead Horse
- No Rehashing the Past
- MOST IMPORTANTLY – HAVE FUN!!!
The rest of the document is blank space (or a nice single column table) for taking notes.
So, how do you run a successful/productive meeting?