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Meeting Efficiency - Coggle Diagram
Meeting Efficiency
General Topics /
Other Meetings
Standardize / Require shorter meeting scheduling
(e.g. 45min, 50min)
Meeting Rules on when to accept a meeting:
Meeting template is populated
Right people are invited to the meeting
Meeting material is prepared and shared ahead of the meeting
Meeting Free Day
Implementation of Meeting Free Working day in the week when meetings cannot be scheduled and strictly follow the rule
Rules/Guidance on when to hold a meeting:
Have I though about the situation? --> No? Schedule time for strategic thinking
yes
Do I need an outside input to make progress? --> No? Schedule time for doing the work
yes
Does moving forward require a real time conversation? No? Send an email
yes
Schedule and prepare for the meeting
Guidance for Emails/MS Teams/Meetings
Email:
Reminders
Deadlines and due dates
Task assignments
Check-ins
Meetings:
Strategic implementation
Project planning
Major problem solving
Bigger decision making
MS Teams
xxx
Assign Roles in the Meeting:
Organizer --> plans the meeting, responsible for the agenda, content and preparation
Facilitator (could be same as organizer) --> guides the discussing and encourages participation
Note taker --> documents the main points, decisions, and action items of the meeting
Timekeeper --> monitors the time and ensures that the meeting stays on schedule
(Devil's advocate)
Email vs. MS Teams
Define rules/guidance
During the meeting
Clarity on when to record a meeting
Standardize use of camera to make meetings more personal
Distinguish between the information that should be share simple fact vs. information with deeper implications
22nd floor elevator pitch on the issue/topic focusing on the wider implications and impacts on others in the organization
Allow time for a wrap up and reflection
Guidance on when the meeting serie should be terminated
Planning ahead (at least 1 week ahead)
Cost of meetings
Standard Meetings
(Cadence Calendar)
Frequency
Is the frequency to what is required?
Completness
Are all meeting captured in the cadence calendar?
Should some meetings be excluded?
Participant list
Do we have the participants that can actually contribute?
Define roles and responsibilities
Content
Does the meeting have the right structure so that the right topics are discussed?
Is it understood what topics should be brought up in the meetings?
Meeting Preparation
Do we prepare the correct/relevant material for the meeting discussion?
Is the material shared ahead of the meeting
Material Storage
Meeting Consolidation
Can some of the meeting be merged into 1?
e.g. I4B and I7?
Duration
Standardizing / Sustaining / Continuously Improving
Meeting Champions/Ambassadors
Few selected people from across functions trained on the topic
Attend meetings to give real time feedback
Long term Self Improvement Mechanism
Run regular survey (e.g. quarterly, semi annually) with meeting participants on whether the meeting meets its objectives
Instant feedback on the decision taken in the meeting
Decision app/website people can click easily
Role modeling from the Leadership Team