Meetings, the right way!
by Don Ford
Anyone that has been in charge of presenting information to a group, which is also known as holding a meeting, has wanted to present the info in a manner that the group will understand and accept. Presenters should take the necessary time to make their meetings understandable and if possible interesting. Not all subjects are interesting so understandable is most important.
Prepare the meeting room to meet any needs.
Have your notes in front of you but only read them word for word if it is necessary. Information is best presented and received when the lecturer is perceived to understand the subject.
Brief notes, of few words, should be used to remind you of the topics in your meeting.
There should be a question and answer session. You should document all questions and answers along with the name of the person who asked the question.
There is always a right way and a wrong way to document this information.
The wrong way is, for you to try and either remember who asked what, or for you to stand there in front of the group and write down the question and name of the person asking the question.
The right way is, prior to the meeting asked someone to write down each question (as close as possible to exact wording of the question) and the name of the person asking each question. This person does not need to write down the answer, as you should be able to remember the answer you give.
Why should you have each question written down as close as possible to exact wording and the name of the person asking? There are two good reasons.
First, you may want to have a one on one with the person after the meeting to be sure they understood your explanation, or to get a better understanding of this person’s question.
Second, you should post notes of any meeting on a bulletin board where all can see. I noted bulletin board as some people think of the internet when you say post something. These notes should include all questions and answers. These notes do not need the name of the person asking the question, that information is for your use.
Why should the notes be posted? Some staff will have questions but not ask in a meeting. They can review these posted notes and possibly have a better understanding of the information. There will almost certainly be staff who are not present for the meeting and they will have the opportunity to read the notes from the meeting.
It is a good idea to have a few copies of these meeting notes available in the break room for staff to review, especially if the information is about an upcoming change. Some staff like to review the notes at their tables during breaks and lunch.
Summary:
Prepare the meeting room for your meeting.
Have your meeting notes written and in front of you.
Don’t read word for word from your notes unless it is required.
Have brief notes of few words as topic reminders.
Assign someone to write down the questions as close to word for word as possible, and name of the person asking.
Post the detailed meeting notes and questions asked, along with the answers given in an area where everyone can access them. You may also post on your web site if you like.
It is suggested that you send a copy of the posted notes to your superior and keep a copy for your records.
Postscript:
I use to tell people at work that they were my favorite. Those who had worked around me knew I was kidding. We had hired 4 new staff and we had been going through the indoctrination process, along with touring the building. At one point I told one of the ladies in the group of 4, that she was my favorite. A few days later I was having lunch at the table where she was sitting and I told one of the regulars, “You know you are my favorite”.
Later that day I was approached by the new employee whom I had told that she was my favorite. She said, I had my feelings hurt when I heard you tell the other person that she was your favorite. She said, one of the other ladies explained that you tell everyone they are your favorite, I didn’t know that, I thought you were serious when you told me that.
Consider what you say and how others might take it.
Don Ford
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