“The Seven Sins of Deadly Meetings” Written By: Eric Matson Presented By: Joe Maher April 9, 2007

Recent Trends More companies are increasing use of “team-based” projects. Problem Most corporate meetings have a tendency to be slow, ineffective and intimidating. Solution Many simple techniques and technologies can make meetings shorter, more productive and more fun. Article Objective: A troubleshooting manual on meetings. Article points out seven common problems (sins) that exist in bad meetings, and suggests proven solutions (salvations) that can make meetings effective. Background Overview:

Sin #1: People don’t take meetings seriously. Tip 1: Place a poster in all conference rooms with simple questions about what a meeting should accomplish. Tip 2: Require all new employees to take an introductory course on effective meetings. Tip 1: Place a poster in all conference rooms with simple questions about what a meeting should accomplish. Tip 2: Require all new employees to take an introductory course on effective meetings. Salvation: Create an employee mind-set that views meetings as hard work, not as “down time”.

Sin #2: Meetings are long and unproductive. Tip 1: Use “Meeting Meter” software that calculates and displays real-time wages being used during a meeting. Tip 2: Instead of taking turns speaking, allow each individual to simultaneously enter comments into a computer work station. Tip 1: Use “Meeting Meter” software that calculates and displays real-time wages being used during a meeting. Tip 2: Instead of taking turns speaking, allow each individual to simultaneously enter comments into a computer work station. Salvation: Track meeting costs and use computer- enabled simultaneity to make them productive.

Sin #3: People wander off of the set topic. Tip 1: Use “templates” to create quick, uniform agendas and allow people to amend the agenda before the meeting begins. Tip 2: Record unrelated comments and issues on a flip chart labeled “parking lot”, which should be included in meeting minutes. Tip 1: Use “templates” to create quick, uniform agendas and allow people to amend the agenda before the meeting begins. Tip 2: Record unrelated comments and issues on a flip chart labeled “parking lot”, which should be included in meeting minutes. Salvation: Develop and follow a comprehensive agenda for meetings and record distractions separately.

Sin #4: People don’t act on decisions. Tip 1: Record comments, outline ideas, and generate written proposals on a computer during the meeting. Print real-time minutes that people pick up as they leave meeting. Salvation: Convert from “meeting” to “doing” and focus on common documents to lead action.

Sin #5: People don’t tell the truth. Tip 1:Use computer-based tools that enable people to express opinions and evaluate alternatives without having to reveal their identities. Then have all comments projected on a large meeting monitor. Tip 2: Understand when anonymity is necessary, for example, when a powerful, intimidating person is present. Tip 1:Use computer-based tools that enable people to express opinions and evaluate alternatives without having to reveal their identities. Then have all comments projected on a large meeting monitor. Tip 2: Understand when anonymity is necessary, for example, when a powerful, intimidating person is present. Salvation: Employ methods that embrace anonymity, especially on issues sensitive to meeting participants.

Sin #6: Meetings often lack important info. Tip 1: Install a conference room computer that has access to the internet and group folders so that missing information can be accessed quickly and easily. Tip 2: Allow enough storage space in conference rooms to store team materials so that documents are easily accessible during meetings. Tip 1: Install a conference room computer that has access to the internet and group folders so that missing information can be accessed quickly and easily. Tip 2: Allow enough storage space in conference rooms to store team materials so that documents are easily accessible during meetings. Salvation: Set up meeting rooms with access to real- time data to facilitate informed decision making.

Sin #7: Meetings never get better. Tip 1: Assign someone in the meeting to serve as an “observer” who is responsible for recording what went wrong during a meeting and how it went wrong. Include the “observer report” in the meeting minutes. Salvation: Monitor what works and what doesn’t about company meetings and hold people accountable.

Sins 1.Are not serious 2.Take too long 3.Wander off-topic 4.Fail to create action 5.Fail to convey truth 6.Lack information 7.Fail to improve 1.Are not serious 2.Take too long 3.Wander off-topic 4.Fail to create action 5.Fail to convey truth 6.Lack information 7.Fail to improve Change workplace “mind-set”. Use simultaneous input system. Follow strict, complete agendas. Create “real-time” minute. Embrace anonymous feedback. Use information workstations. Monitor meeting effectiveness. Change workplace “mind-set”. Use simultaneous input system. Follow strict, complete agendas. Create “real-time” minute. Embrace anonymous feedback. Use information workstations. Monitor meeting effectiveness. Salvations Meetings…

??? Questions ???