Efficient Meetings - 7 Tips To Run an Effective Meeting
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- Опубликовано: 8 май 2018
- BEST TIPS FOR RUNNING AN EFFECTIVE MEETING // HOW TO RUN AN EFFICIENT MEETING
I'm sharing 7 of my meeting management tips to increase the productivity of your next meeting. Follow these meeting tips to make your next business meetings are as efficient and effective as possible.
MEETING PREPARATION
- Ban update meetings (this is the number one time waster)
- Prep documentation in advance
- Have a meeting box (have supplies at your finger tips)
MEETING
- Arrive early to set up the meeting
- Use tools so participants know whats expected (Meeting Rules / Time Outs / Parking Lots)
- Summarize action items at end of meeting
POST MEETING
- Send meeting summary within 24 hours of meeting
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Thanks for watching my "how to run effective meetings" video. Comment with your best effective meeting tip!
Tutorial on prep meeting 🤝 town hall
It sounds so simple, but I love the idea of spending a few minutes summarizing action items at the end of the meeting. This is good because it signals the meeting is ending and it gives people a chance to clarify their responsibilities immediately, rather than possibly ignoring the summary email that comes later.
Hi Sam, yes, review is so important to ensure everyone is on the same page. Thanks for watching, cheers!
@@AdrianaGirdler 😢😢🎉fyhgfj
Great video! I like how you explain the meetings aren't just the actual meeting itself but involves all the prep work that should be done, the actual meeting and then the follow up.
Hi, Heather! Thanks so much for the feedback. I'm so glad you liked the explanation of the 3 sections of a meeting.
Every manager should be required to watch this!! So clear. Thank you.
Chantmagick Thank you! Please pass it along. This is such a huge problem in organizations and it can be solved!
Thank you for these tips. Meetings on top of meetings have been my life. Time to reclaim my time!!
Professional Reimbursement Network Yes it is!!!! Let me know which tip you start to use and the results. Love hearing success stories!
Adriana, this was very informative and helpful. Appreciate the extras you have shared. Thank you so much.
You’re welcome, Rita! Thanks for watching, cheers!
Hi Adriana, I definitely wanted to express how amazing you are!! Thank you for all the guidance.
Thank you so very much, Ernie 😊 Cheers!
Thanks Adriana for your advice! They're really appreciated from 🇦🇷 Argentina!
You’re welcome 😊 Thanks for watching, cheers!
Just what I needed, thank you 👍🏻❤️
Thank you for stopping by and commenting, Sandra! ❤️I'm glad you found this meeting efficiency video helpful.
This will absolutely help with productivity! Fab tips to run meetings mindfully!
Hi Christina! Cheers to that! Thanks for stopping by to watch my effective meetings video!
Great video! Very simple and clean. I’m new to doing this on RUclips and this is motivational!
I just checked out your channel! Consider me your first subscriber! Welcome to the RUclipsr club. Thanks for stopping by to check my meetings video out. Cheers!
Adriana Girdler!!!!!! I almost had a tear fall...
Thank you for being so supportive. It means a lot to me! It would be great if we can keep in touch, being my first subscriber and all! (Prepare for a mini follow/friend/like tsunami, fyi.)
But all kidding aside, it really did make me feel something to open my page and to no longer see “No subscribers”
...thank you for that and your words of kindness.
- LaSean
Genius. Have a time out! Love these tips!
Hi Heather, thank you for the comment! Time outs at meeting really do work. When meeting participants get comfortable enough with the concept, they start timing each other out, which I always love seeing! It's a great tool to get the meeting back on track.
Great meeting tips. I always make sure meetings start and end in time.
Hi Karina. Thank you for the comment. Starting and ending meetings on time is so important! Punctuality greatly affects the value of meetings.
Great tips Adriana! Beautifully presented.
Thank you and thanks for watching, Cheers!
Amen!! I have to share this with my team at work :)
So glad you liked these meeting tips, AJ Life Hacks! Let me know if your team likes them too!
This is such great information! Thank you!
Thank you for stopping by to comment, Ellen! I'm glad you found this meeting efficiency video helpful.
Great video. So professional, slick and polished. X
Thanks for stopping by to comment, Deirdre. I'm blushing!
OMG everyone needs to see this! Great video and great topic.
Thanks you, FashionJusticeTV! I'm thrilled you found these meeting productivity tips useful. Cheers.
Your videos are very helpful
Awesome Job thank you this was helpful!
Glad it helped! Thanks for watching, cheers!
Thank you for this useful video!
You’re very welcome. Cheers!
I was actually reading something that said that a lot of meetings are a waste of time because they are not planned out properly. Thank you for sharing this!
This is definitely true. There is no point in an ineffective meeting. Thanks for watching, cheers!
No more update meetings. Totally agree. As a director in high tech, I can attest this is great advice.
Seed2Stem Thank you for your comment. As a high tech Director do you have any fav tools for updating so they don’t happen in meetings?
Many thanks for doing this video on Meeting Effectiveness. Very useful.
Best wishes
You are most welcome! Thanks for watching, cheers!
Hi Adriana, am a new follower from South Africa. Thank you for the great advice. Simple to follow.
Thank you so much for the follow and for watching. Welcome! Cheers.
Excellent video and great tips, many thanks :)
Thanks you, Financial Woman! I'm thrilled you found these meeting productivity tips useful.
Thank you very much for your share. Very practical ❤❤❤❤
Thank you for watching, cheers!
Love this! Great video!
Thanks, Brittany! So glad you liked it. Thanks for stopping by and watching.
I'm loving the Rubik's Cubes in the background. Neat! :) I particularly enjoyed the "Time Out" tip for meetings.
Thanks, Stacey - trying to keep it fun! Time outs are so helpful to keep a meeting on track. Appreciate the comment.
👍👍 Thank you very much, very good explanation
You're very welcome! Thanks for watching, cheers!
So true. I've learned to actually just ask my peers to rate my meeting (anonymous). Takes out the element of assumptions and makes improving real data driven.
Xander that's a great idea. Thanks for sharing and for watching. Cheers!
Great tips, makes it feel simple to apply.
Thanks, Linda! So glad you liked it. Thanks for stopping by and watching.
Dear Adriana thank you for your time and preparation to create this amazing video. I really like to listen to your tips. English is my third language and you helped me a lot.
You are so very welcome! Thank you for watching and I’m happy to hear this video was a help to you. Cheers!
wow, your video looks so professional, thanks for sharing this important information :-)
Lama Jigme Gyatso: the Rational Contemplative Thank you for taking the time to watch my video. I appreciate the feedback.
Great tips. Yes meetings need good purpose
So glad you liked these tips AliNowak! Thanks for stopping by to comment!
One of my pet peeves in some of the networking groups I am in is unorganized meetings. Great video with perfect points!
Ah yes, the dreaded unorganized meeting. People often overlook the prep time needed to make a meeting effective. Thank you for the comment, Susan!
Keeping the meeting on task - in a pleasant way!
Thanks for stopping by to watch and comment, Wisdom to Wealthy Mastery! That's a great effective meeting tip!
Great tips. "Best effective meeting tip" - set out what you want the meeting to achieve from the outset. Makes it easier to keep meeting on track, on time and on subject matter.
Thank you, Video Cashflow for your spot on meeting tip! Appreciate you stopping by to watch my videos. Cheers!
You're welcome.
Purposeful meetings yes agreed
The only way to go, AliNowak! Cheers!
Awesome tips! I am always looking for ways to be more effective and efficient--especially during our meetings!
Cindy-lou, I'm thrilled you found the meeting tips useful. Let me know which tips work best for you? Cheers!
Great tips Adriana. I like all of them - all really helpful. I’ve wasted so much time at meetings. Going to follow your advice. Thanks
Thank you for the comment, Dal. So glad you found this video useful. Let me know if one tip works better than the others for you!
Thank you so much, your video cleared my head from over stressing about my first meeting.
I am so happy to hear that! Hope it goes well!. Use this link to get a free download of meeting ground rules. Cheers!
www.cornerstonedynamics.com/meeting-rules/
Thank you. you had great advise. I'm actually excited to apply some of these. I went from just being a background character to needing to lead 1 or 2 meetings every other day. i"ve been struggling lol
I am thrilled that you will be applying some of these tips! You've got this! Thanks for watching, cheers!
thanks this rly helped me that sorted me out major yup hahah
I’m so pleased this video was so helpful! Thanks for watching, cheers!
Fantastic video
Thank you and thanks for watching, cheers!
Thank you for these great tips. In these times of pandemic we are seeing more and more the first rule broken with loads of update calls, any advise for those?
I agree, things have changed since the start of the pandemic and so many people are now working remotely. Using a WBS can help curb these update calls. This document can contain all deliverables, who is in charge and the due date assigned. Have this on a platform like onedrive that everyone can access. It is here that they can update the status of what they are working on and any note pertaining. Obviously if it's an urgent update then a call would be required. My team and I update our WBS at the end of each week with any changes.
Here is a link to my WBS video
ruclips.net/video/BVcd9uy9kuQ/видео.html
hope this helps, cheers!
I'm surprised by the low view count on this video. It was a very informative and instructive video. RUclips is weird, but thanks for making the video. I'll use this info in the near future with the meetings I have over the next few months.
Thanks so much for the kind feedback, Travis. I'm so glad the info shared in this video is helpful for you. Let me know how it goes in your future meetings. I would love to hear! Cheers!
Adriana , thank you so much for these tips! I have a question - if not regular update meetings with project team, how do you make sure you're always made aware of risks/problems that've come up along the way, so that you can help communicate and address them fast?
Hi Andrew, great question especially since so many people are working remotely now since COVID. We really need to shift our thinking from update meetings to using the technology tools we have such as the WBS, email etc. Now I'm not saying that there shouldn't be any meetings at all but they need to be purposeful and saved for things like brainstorming, resolution, training etc. I have adapted a quick check in meeting once a week with my team. This is so that we can stay connected on a personal level, see how everyone is feeling. When we were in the office this was so easy to do and we didn't schedule anything, but with the current situation it has helped us as a whole to stay connected. Hope this has answered your question and thanks for watching, cheers!
Best wishes and success in all things
You as well! Thank you for watching, cheers!
Yes, the meeting is looking for a good way
Great 👍
Thank you! Cheers!
this is very helpful, though I am also looking forward to tips on how to actually conduct it... lots have been skipped on the second bucket. thanks
Hi @roxannepioquinto8199. Check out this video I have How to Run Project Management Team Meetings. ruclips.net/video/wN2FKeOnXYc/видео.html I hope you will find it useful. Cheers!
I hate meetings! It's a waste of time in our company. I should forward this video to my boss! (Wink, wink)
Most people want to escape the black hole of the dreaded meeting-time-suck. I hope these tips help. Thanks for stopping by to comment.
Hi, thank you so much for the informative videos. Just a question, because of seeing this in 2022 i was wondering how one will apply tip 3 in a virtual meeting like on teams or zoom?
Hi Jani, great question! A meeting kit for a virtual meeting may contain links to exercises or documents that you want your team to use during the meeting. You may also want to send out documents to be reviewed and completed before have via email. Zoom also had the white board feature which is also a great tool to use.
Hope this helps, thanks for watching, cheers!
Where did you get that round game in the background?
Adriana Girdler I am a new follower of yours thanks for you tips. Quick question though, when you say update meetings are outdated, what does this mean? As a part of the senior leadership team, I feel it’s important to have a 360 view of what is happening within the organization. How can this be possible without an update?
Would you then suggest to send out the pe-read ahead of time and focus simply on Q/A session on the material? Please advise. @adrianagirdler
@ClaudiaMarques thanks for watching and subbing to my channel. I appreciate it.
Regarding your question on update meetings. There is nothing wrong with having a 360 view or a ‘townhall’ meeting to keep everyone informed. This is important. These types of meeting tend to happen quarterly. The issue is most regularly run, everyday meetings, focus there attention on updates which is a waste of time. Meetings need to have a specific purpose like decision making, issue resolution, approvals, training...to name a few. There are other ways to update progress. Meetings are worth a lot. You are taking people away from their tasks so it’s important to ensure meetings have purpose. Hope this helps. If you are having meeting issues, feel free to connect with me and we can discuss some solutions for your organization.
What I find helps, is as I go through the agenda and an action is needed, the responsible person is tasked there and then with a target date agreed to. This goes on the Follow Up file and obviously gets dealt with by the 'Matters arising from the previous minutes' agenda point at next meeting. The Minutes are sent out withing 2 days of meeting plus the Follow Up file so everyone is aware of their tasks. Delays to tasks must be timeously discussed with me to get a new target date.
Sounds fantastic! Thank you for sharing your process and for watching, cheers!
I would appreciate your perspective on the new world of video meetings. Your principals apply, but it's a different world now with the increased video meetings. We aren't all in the same room, but each in our individual offices.
@Towercitizen, thanks for watching and for your question. Check out my video on how to lead effective virtual meetings. This may help give you some insight. ruclips.net/video/yeos8Kuotdc/видео.html
2:06 to get started with the tips if anyone is in a hurry like I was 👍🏻
Hello. What are your suggestions for getting status updates rather than a meeting?
Thanks for your question. There are some great project management programs out there that you can use. My team and I use a Work Breakdown Structure built in Excel. Every action item is listed with due date, lead and comments. This file is on our share point site so everyone has access. This is where questions are asked or updates are made. If it's of an urgent matter then you can call or email. We do a weekly check in meeting every Monday for about an hour. Hope this information helps. Thanks for watching, cheers!
Tip #4 only works if there aren't back to back meetings occurring within the meeting venue that you need.
I'm struggling with not having "Update Meetings". I have the tools but the teams are so bogged down with the work with really tight deadlines and turn times, that they don't have or make time to update the tool. Chasing down 20-30 people individually for client update report twice a week is taking so much time that it's just easier to have the update meeting. It also helps understand if there are issues, which people don't call out on a tracker, or anticipate delays and can advise the next time without going through me. Does that make sense?
It completely makes sense. In this situation it sounds like the only way to keep such a large group on track. Good for you for recognizing what needs to be done to ensure a successful project! Wishing you the best. Cheers!
Any chance I can get the link for the free meeting templates mentioned in the video?
Hi @melissapedregal7800. The template is no longer available for download however you can check out my SLAY Project Management course. Throughout this course, I guide you through the entire project process, ensuring you gain a thorough understanding of project management. The course also provides essential templates and tools to help you stay on course with your projects. Feel free to explore the details by following this link: adrianagirdler.thinkific.com/courses/slaypm
Ms Girdler: I have just been appointed to our city's Planning and zoning commission. I have never conducted a public meeting before and I lack the confidence of familiarity. where can I watch some public meetings in order to get some background?
Hi Tom. I am sure that there would be public meetings held within the other city departments that you could sit in on. It should give you a good idea on how they are structured before you are required to conduct one yourself. All the best, Cheers!
@@AdrianaGirdler Thank you for the reference and advice.
I need you to come and monitor our daily meetings.😭
Hi Pauline! All joking aside,🙃😊 I actually have done that for clients before to help them get their meetings back to being productive. Meeting can be such a time suck, especially if they're poorly planned. Thanks for stopping by and commenting!
3:57 I didn't really get that, can you please remind me what your company is again?
Thanks for watching! My company name is CornerStone Dynamics. Cheers!
How do you deal with a situation within an organisation where the culture of meetings is having update meetings
You need to lead by example and show how it is to have productive meeting. By practicing what you preach people will notice and compliment you. You will get a reputation for have great meeting where stuff gets done. When this happens you can start influencing the culture. This is a slower method, but it works. I know from personal experience. Cheers!
@@AdrianaGirdler I will implement this in my team.Thank you for the guidance
I work for a global leader on Data Center solutions and have been invited to the weekly global team meetings. It's supposed to be a brief summary of your weekly progress. But I've been told today that I talk too much and it's irritating the team because I'm not mindful of the time. Honestly, I just get nervous and babbling. Feeling like an idiot and have no idea how to present myself better.
Hi Micheal, first off I'm sure your not an idiot. It's easy for time to get away from us during meetings. Doing some prep before hand, bullet point each milestone made and just a brief description if required.
You've got this! Cheers!
@@AdrianaGirdler thanks Adriana. Good tips and I'll take note. Maybe practice my progress beforehand. I think it's worse for me, because it's a virtual call with WebEx and I just get nervous. These Data Center guys have 20+ years under their belts and I'm completely new to this IT world. Practice will make perfect! Have a great weekend :)
I hope Indian Corporations understand this.
I do as well. Feel free to share with any that you know. Thanks for watching, cheers!
Where can I find a good free meeting agenda template?
Check out my online course SLAY Project Management. In this course I walk you through the entire project process from start to finish to make sure you know exactly how to manage your project. It also includes all the templates you will need to keep you on track with your projects! You will also have access to the SLAY Project Management Facebook group where you can ask questions and share your wins with other Slayers! Here is the link to check it out adrianagirdler.thinkific.com/courses/slaypm
Thanks for watching, cheers!
Thank you!@@AdrianaGirdler
She gives me Donna vibes from Suits
Hopefully that is a good thing 😉
@@AdrianaGirdler Well she is my favorite character from the show :)
I'm profoundly influenced by the impact of this material. A book with akin insights catalyzed a deep transformation. "Dominating Your Clock: Strategies for Professional and Personal Success" by Anthony Rivers
I hate ineffective meetings where people just ramble on without a time limit...no rules
Meeting rules are sooooo important! Thanks for stopping by to watch my effective meetings video and your comment! Cheers!
Keep meeting as soon as possible so i can clarify the things inshallah
I hope that you are able to clarify the things you need to as soon as possible. My hope is that this video has been of benefit to you. Wishing you all the best and great success!
your downloads are no longer available :(
Great information and very concise. Sadly some meetings l got involved focuses too much on "past events" or "confrontational issues" that takes up so much time. As uou point out have a set agenda is vital for an effective meeting.
Thanks so much! It's so easy for a meeting to run off the tracks and having a set agenda definitely helps to keep them focused. Thanks for watching, cheers!
I’m no good with meetings at all!! What’s your tips?
Hi, Khalid. Thanks for watching and for your comment. I have another video that may be of help to you.
Wishing you all the best. Cheers!
ruclips.net/video/itdYBXrJm-8/видео.html
I yield with a migraine
Thanks for watching. Hopefully this video has given you the tips you need to run effective meetings minus the migraine. Cheers!
I am sorry. But this is basic meeting 101. Nothing but a website promo.
Thank you for your feedback. Cheers!
Thank you for these tips. Meetings on top of meetings have been my life. Time to reclaim my time!!
YES! Reclaim your time. Let me know what techniques you use to do this.