Meetings with Purpose Tom Sims, Workshops to Go A leader once told me that he thought meetings were demonic. That may have been because of the fire he felt in his esophagus whenever he was preparing for one. Perhaps the following suggestions will help those who share his meeting anxiety. Ten Rules for Meetings 1. Make sure you have a good reason for holding a meeting. Otherwise, don't. 2. Clearly communicate the objective for the meeting before the meeting. Send it out with a request that any additions to the agenda be sent within a few days. 3. Create and distribute a solid agenda, gathering suggestions from key parties. 4. Thoroughly research everything you need to know for the meeting before the meeting. 5. Have information ready before the meeting and accessible during the meeting. It is a good idea to send out pre-meeting packets to all participants asking them to prepare for discussion of key issues. If additions have been made to the agenda, send a revised agenda at that time as well. 6. Determine how you will manage the flow of discussion and deal with "log-jams" ahead of time. Make sure all participants are in agreement ahead of time on process. 7. Budget time for each item on the agenda effectively. 8. Plan, discuss and assign roles before the meeting and make assignments with dates, times, deadlines, and accountability during the meeting. 9. Stick with your agenda. Schedule another meeting for additional issues. 10. Send out minutes as soon as possible after the meeting and allow for feedback using e-mail and blogs. Meetings are as necessary spreadsheets - more so because business is all about relationships. Relationships require give and take communication as two parties enter into a covenant to create a win: win scenario. Keep meeting but streamline your meetings and do your best to make them more effective.