Run Meetings like Google

Isn't it something from Murphey's Law that at meetings people keep minutes but lose hours? Though they seem to be a neccessary evil; people hate meetings, but we all know we need them to get things done in teams. Actually, I recently read in an article that within some organiztions, meeting organizers are putting the total time cost on the doors of their meetings. This means, if they are having a one hour meeting that involves ten people, the meeting actually costs 10 person/hours. Multiplied by an average wage, this can add up pretty quickly.

As a Young leader, you need to learn how to use meetings effectively. In a school environment this could be even more important than in a working one, at school everything is voluntary and if people feel their time is wasted.... they won't show up (unless you offer free pizza - and even that doesn't work all the time).

So how can you run an effective meeting? Recently Businessweek wrote an article about How to Run a Meeting Like Google. Most of the points are pretty standard, so I'll outline them here:

• Set a firm agenda: This is a no brainer. What is the purpose of the meeting, What are the main points for discussion? Who is invited to attend the meeting? When/Where is the meeting to be held? How long will the discussion of each point last? And always leave time for extra questions!
• Assign a note taker: This is another critical piece. If you are presenting during the meeting, you need someone else to take notes. It's also great to have notes for those who have missed the meeting to get back up to speed.
• Carve out micro-meetings: Sometimes you only need 5 or 10 minutes to get something accomplished, it's also analogous to putting a solid item into the agenda for a larger meeting, which could be more efficient.
  
• Hold office hours: Hey if it works for college professors... Well sometimes it's just too difficult to schedule a meeting, but you set up a time every week (or everyday) that people can just drop by and discuss their concerns, it might lighten the load from your other standing meetings.
• Discourage politics, use data: Politics is a bad thing. Negative emotions make for a negative work experience and less productivity. Make sure ideas are chosen on their objective merits instead of subjective feelings, which can be construed to favoritism.
  
• Stick to the clock: Google sometimes uses a giant 4 foot tall projection of the clock on the wall in order to keep meetings going. Instill this discipline in yourself... and your meeting attendees will thank you.
  

So go out and get googled. (Oh wait does that sound wrong?) Anyway, wext time I will discuss some of the more "human" aspects of meetings.

Until then,
-Jason