We have a few hard and fast rules at Optix for our meetings. I thought I’d share these in case you can glean something from them. I can’t take full credit for these. I reworked some that I saw at one of our lovely clients – Trinity Fire and Security.
Optix Meeting Rules
First rule of meeting club – do you really need a meeting? They are expensive use of our most important resource – You!
1). Only invite people that REALLY need to be there.
2). Set up and send out an agenda/up front contract in advance so people know what they are being asked to do.
3). Just because Outlook says an hour in the calendar do you really need an hour? If you can do it in ten mins standing up, do so.
4). When you enter the meeting, read out your agenda/ufc so everyone is clear on why they are there and how long you’ll be
5). Be on time
6). Turn your devices onto silent – don’t look at your phone in the meeting unless there is an emergency in which case let the room know
7). Respect others – don’t speak too much, not enough or even worse, over the top of others
8). Take your own action points yourself – these are now your responsibility
9). If you’re getting nothing from the meeting – let the organiser know
10). Don’t feel bad about calling people out on the points above – they are here for a reason
11). Review all actions at the end of the meeting – circle the room and everyone who has an action tell everyone else