Government Connections - Spring 2013 - (Page 24)

THE MEETING MINUTE We’ve Got to Stop Meeting Like This! Tips for Conducting Small Group Meetings By Edward E. Scannell, CMP, CSP The Center for Professional Development Are your Chapter Board meetings becoming more like “bored” meetings? Was that last sales or staff meeting a disaster? Does your committee “keep” minutes, but “waste” hours? Does the Chairperson suffer from “motion sickness?” WELL, IF ANY of these symptoms are showing up in your agency or property’s small group meetings and you believe that Murphy’s Law was developed from your own meetings, then this article is written just for you! Meetings-Meetings-Meetings: If you’re like many of our colleagues, you will spend a good share of your daily work schedule in leading or attending meetings. These could involve your time in planning your annual or regional conferences, a weekly staff or sales meeting, a chapter board or committee meeting, or a myriad of other small group get-togethers. And make no mistake, many of us will spend half or more of our time in meetings. Interestingly enough, some studies have reported that on an average business day, some 17 million meetings are held! So, a fair question would be, “How much are these meetings costing your agency or property, and how much return are you getting for that investment?” 24 GOVERNMENT CONNECTIONS | SPRING 2013 Why Meetings Fail: If you buy into our premise that many meetings are wasteful of time, talents and money, what are some of the underlying reasons why meetings fail? Clearly we could go through a long “laundry list” and identify some causal factors. See if some of these might resonate with your own experience. First and foremost, why even have that meeting? With social media and all the other nuances of technology, is a face-to-face meeting even necessary? With an admitted bias on such a need, let’s agree that while a phone call or e-mail might do the trick, the importance and impact of face-face communication may be far more productive. Secondly, there’s an adage that suggests “you can’t get lost if you don’t know where you’re going.” In other words, many facilitators of meetings neglect to even prepare an agenda and equally sad, neglect to send it out in advance of the meeting. We could go on and on, but you get the picture, i.e., the wrong people, the wrong time, the wrong place, etc., etc. Making Meetings Work: So, if you’re still with us, let’s take a look at some hints that will materially assist you in planning more effective small group meetings:

Table of Contents for the Digital Edition of Government Connections - Spring 2013

President's Letter
Editor's Letter
SGMP Nation
The Meeting Minute
Advertisers' Index
Plan Green: Why Create a Sustainable Event?
Good to Know: Do You Need Per Diem?
That's Technology: Dispelling the Myths about Strategic Meetings Management
Conference Connection: 2013 NEC & Expo
SGMP's New Headquarters
Working With Your Convention and Visitors Bureau
Starwood Looks Forward to Seeing You

Government Connections - Spring 2013