1. Senior managers spend a significant
proportion of their time at work in meetings. Yet ask them how productively
this time is being used and most will answer “not very!” Poorly run meetings waste
hours of valuable business time and are, not surprisingly, the number one time
waster identified by delegates on our time management workshop. The 5W1H
approach will help to ensure anyone responsible for holding meetings makes them
a productive use of every ones time.
2. The first “W” stands for ‘Why’. It reminds us that before we
schedule a face-to-face meeting we must clearly identify why it is necessary to
get everyone in the same room. If you cannot clearly define why the meeting
needs to be held, don’t hold it! Meetings are not always the most effective way
to share information with others. Check you really do need to have people
physically present before you schedule a meeting with them.
3. The second “W” stands for ‘Who’. Having identified the why you
should then only invite those people who can actually help you achieve this why
to your meeting. This can be hard; as some people see attending meetings as a
sign of their own importance (we call them the meeting “junkies”).
4. The third “W” stands for ‘What’. Draft out the agenda so the
“what” are clearly identified. A good agenda is keys to effective time
management in meetings as people come well prepared to discuss the relevant
issues. It can also be used as a road map to steer the meeting process and ensure
time is used effectively.
5. The fourth “W” stands for ‘When’. Does the meeting need to be in
the morning or in the afternoon? How much time does it really need to take?
It’s tempting to schedule meetings in half hour or hour slots… but if you only
need 20 minutes, then just schedule 20 minutes. Short productive meetings are
the name of the game.
6. The fifth “W” stands for ‘Where’. Does the meeting need to be
on-site or off-site? Make the location work for the participants, particularly
if some of them have to travel to attend.
7. Lastly there is the “H”. This stands
for ‘How’. Does the meeting need to
be formally chaired, with full minutes taken, or is it an informal discussion?
Does special equipment need to be provided for presentations etc.? What about
refreshments? Considering how the meeting will run will help to ensure time is
used well.
8. The 5W1H approach described above
will help you improve your meetings. It is just one of many time management
planning tools that can be used for planning other aspects of your work as
well.
#Shared By:
MKR#
