50 Tips to Better Meeting Management

Productivity Partners, Inc.

Cynthia Kyriazis
Productivity Strategist, Coach & Trainer
 One of the biggest complaints I hear from my clients is
about the number of meetings they’re asked to attend
each week and how much time is wasted.

Results? Not the right information, people ramble, no

decisions or next steps. Sound familiar? (see next page)

Of course there are many instances where meetings

are the only way to accomplish the work at hand. But
that doesn't mean they should waste employee time.

The tips and ideas in this booklet are the first step in
helping you conduct more effective…and perhaps
fewer…meetings with outcomes that are more
productive and less time consuming for everyone
involved.

And always remember to...

Clear your desk. Clear your mind. Organize it.

(c) Cynthia Kyriazis 1998-2017

 Personal Productivity Challenge
Survey: Microsoft 2005
200 countries
39,000 respondents

Avg. 45 hour workweek -

17 hours are seen as unproductive
Spend 5.6 hours/week
in meetings
69% feel
meetings aren’t productive
"To get something done a
meeting should consist of
no more than three people,
two of whom are absent."
~Author unknown

Most common productivity pitfalls…

46% ineffective meetings
36% lack of team communication
37% procrastination

(c) Cynthia Kyriazis 1998-2017

 Biggest Time Wasters?
Survey: Salary.com 2012

1. Too many meetings

2. Waiting for coworker to finish something
you need
3. Fixing someone else’s work

And…

Managers have an average of 12 meetings/week

Employees have an average of 8 meetings /week

(c) Cynthia Kyriazis 1998-2017

 BEFORE the meeting…
Tip #1
80% of the work for an effective meeting takes place before the
meeting begins.

Tip #2
Here are 6 reasons meetings can waste time:
1. the agenda was not prepared & distributed in advance
2. the right people are not attending
3. there is no definite beginning and time
4. no one is directing the discussion to keep the meeting on
track
5. there is no real purpose to the meeting
6. no accountability is required for those attending

Tip #3
Distribute the agenda at least 48 hours in advance. Yes, that
means you have to be organized.

Tip #4
Once you know the agenda, you will know who should be
invited to attend.

(c) Cynthia Kyriazis 1998-2017

 Tip #5
If others are contributing to the agenda, they need to
provide 3 things: 1)the topic; 2)the time needed to
address it and 3)the purpose.

Tip #6
If the meeting is a brainstorming session, let everyone
know that is the agenda.

Tip #7
Identify specific actions needed. Attendees need to
know why they’re attending?

Tip#8
Identify specific outcomes. This also helps determine
who attends.

Tip #9
Try to keep the number of participants between 4 and
7 unless it is a brainstorming session in which you may
want up to 20.

Tip #10
The agenda should state the purpose of the meeting.

(c) Cynthia Kyriazis 1998-2017

 Tip #11
The agenda should state the objectives of the meeting.

Tip #12
The agenda should state the meeting topic.

Tip #13
The agenda should list the attendees.

Tip #14
The agenda should state the location of the meeting. I
mean…you DO want them to show up, don’t you?!
Tip #15
The agenda should state the date of the meeting.

Tip #16
The agenda should state the time the meeting begins.

(c) Cynthia Kyriazis 1998-2017

Tip #17
The agenda should state the
time the meeting ends.
(c) Cynthia Kyriazis 1998-2017
Tip #18
The order of the agenda items
needs to be considered.
Tip #19
The agenda should list the
topic, who is going to speak on
it and time allotted for their
contribution.
 Tip #20
Assign a leader for the meeting.

Tip #21
Assign a facilitator who guides the group through the
discussion.

Tip #22
Assign a note taker to capture key points, outcomes and
responsibilities. Provide the template for this.

Tip #23
Assign a SME...subject matter expert...when
appropriate or required. They’re specialists and cast a
light of more information.

Tip #24
Be prepared to speak to unacceptable behaviors.

Tip #25
If agenda items are complicated and involved, break
them down into smaller bits that are more manageable
for the group.

(c) Cynthia Kyriazis 1998-2017

 Tip #26
Attach background material to the agenda, if needed.

Tip #27
See if supervisors or other managers would like a copy of
the agenda if they are not attending.

DURING the meeting…

Tip #28
Consider having an analytical-style person introduce the
items to be discussed.

Tip #29
Make the statement "By the end of the meeting we
"The trouble with being will..."
punctual is that nobody's there
to appreciate it" Tip #30
~Author unknown Review the meeting ground rules.

Tip #31
Follow the agenda.

Tip #32
Make sure all relevant points are heard.
(c) Cynthia Kyriazis 1998-2017
 Tip #33
Limit comments to adding rather than repeating.

(c) Cynthia Kyriazis 1998-2017

 Tip #34
Limit talk time as listed on the agenda. This is a
good job for the facilitator.

Tip #35
Limit and deal with small subgroup discussions
and distractions.

Tip #36
Clarify when there seems to be any doubt.

Tip #37
Use a whiteboard to record key points.

Tip #38
Monitor levels of contribution so that one person
does not dominate.

(c) Cynthia Kyriazis 1998-2017

 Tip #39
Watch for body language signals…hopefully not like this one!

(c) Cynthia Kyriazis 1998-2017

 Tip #40
End the meeting by assigning action items and deadlines.
This reinforces accountability.

Tip #41
End the meeting by asking each participant who has been
assigned an action, "Do you know your next step?"

Tip #42
End the meeting early, if possible. It encourages people to
attend the next meeting.

Tip #43
End the meeting on time. The longer the meeting the
more ineffective it becomes.

Tip #44
Try having a 'stand up' meeting... no chairs.

(c) Cynthia Kyriazis 1998-2017

 AFTER the meeting…
Tip #45
Have a follow-up sheet available by the end of the
meeting day.

Tip #46
The follow-up sheet should contain the task,
responsible party's name, deadline, status and
follow-up date.

Tip #47
Distribute the follow-up sheet to everyone who
attended the meeting.

Tip #48
Assign the meeting note taker or a meeting
coordinator to follow through with the commitments
made.

Tip #49
Listen to those attendees who may have been
unhappy with the meeting and the outcome and learn
why. It’s valuable information.

(c) Cynthia Kyriazis 1998-2017


Tip #50
Evaluate your meeting in order to note
improvements or changes for the future.
And… of course there are many
examples, tips, approaches, and ideas
you can find on the internet about how
others handle meetings. Like the one
startup CEO who has everyone drink a
glass of water before having weekly
stand-up meetings. When the first
person needing to go to the wash room
raises their hand the meeting ends.
Think about it.
(c) Cynthia Kyriazis 1998-2017
Technology
Since the original production of this ebooklet (1998)
technological advances have us gathering together remotely
from locations around the world.
There are now many ways to conduct meetings that don't
include sitting around a table in one room…chat rooms,
videoconferencing, Skype, Zoom, Facetime to name a few.
But many of the meeting tips found throughout this booklet
can be applied toward virtual meetings as well. Just make sure
your technology is tested beforehand. To keep from wasting
your time and that of the attendees.
As always, some venues work better than others and are
dependent upon two things: the skill of the person conducting
the meeting and the cohesiveness of the group.
And if you want an app for this, check out Get Minute which
lets you sync, calendars create agendas, communicate with
several people…and more.
No matter how or where you decide to have your meetings,
always have the goal to provide value to the employees who
gave up their time.
Keep reading…
 Cynthia is founder and President of Organize it &
Productivity Partners, Inc. a leading provider of training &
coaching in the topic areas of time, information & decision-
making management.

She focuses on the principles, strategies & behaviors that help

decision-makers & their teams improve focus, sales,
profitability & overall job performance.

Cynthia is a productivity coach, facilitator & subject

matter expert in the areas of time and self-management.
Cynthia Kyriazis She works with clients on systems, processes, and
Productivity Strategist & Coach performance improvement.

cynthia@ProPartnersInc.com Amazon Best Seller

www.ProPartnersInc.com

913-649-0878

(c) Cynthia Kyriazis 1998-2017