PRSM 2012 Best Practices - (Page 74)

CONduCTiNg AN OrgANizEd MEETiNg AUTHOR karen shriner, director, Facilities contract services COMPANY rite Aid corporation AUTHOR Ann Moran, Vice President, business development COMPANY engineering excellence, inc. chAllenge: Time is money, and while the focus is on using time to our advantage, is one of the most basic principles of time efficiency--an organized meeting--being ignored? Many companies are plagued by unproductive meetings that drag on, have sidebars, irrelevant discussions and lack critical follow-up action plans. Whether a meeting is internal or external customers, in person, conference call or a webinar, this Best Practice for an organized meeting will help control the expansion of meeting time and keep the focus of the meeting on track to drive conclusions and results for next step action plans. best PrActice: When planning a meeting, be cognizant of the reasonable amount of time it will take to get the end result. It seems logical to follow these steps, but it doesn’t always happen. When organizing a meeting, incorporate proper preparation, scheduling, execution and meeting follow-up to allow for effective meetings. A. Preparation 1. Understand the purpose of the meeting. Have an agenda and clearly state the objective. 2. Know the audience and its expectations. Research. 3. Prepare appropriate presentation materials that are suitable for the attendees. For example, consider whether hard copies, PowerPoint or verbal discussions are preferred. 4. If practical, do a test-run for any electronics to make sure the network or the internet can be accessed, as well as a PC Viewer or any equipment that is planned for use. If off-site, call the appropriate contact person to inquire about availability of presentation options (i.e. USB drive, laptop, and projector), temporary internet or network access, etc. 5. Be prepared with backup options should internet access or electronics not be available/functioning. 6. If token gifts will be brought to the meeting, know the company or department policy beforehand and how many attendees will be present. 7. Check the meeting site street address and get directions. Be aware that sometimes the street address, mailing address and shipping address are different. When traveling, consider bringing hard copy directions as well as utilizing navigation devices and leave extra time for traffic. B. Scheduling and Execution 1. Set the meeting time and place and prepare an agenda. Always send an advanced copy of the agenda to all attendees and ask for their input. Set the appointment with a reminder feature. For conference meetings, set up the dial-in conference or webinar and provide the number and password to each attendee. Invite the attendees via an appointment calendar feature so they can readily accept with the access number and password on hand for meeting. Do not schedule the meeting for longer than necessary or use a default time period, as recipients may be unsettled by the time commitment and fail to respond. 74 | 2012 Best Practices

Table of Contents for the Digital Edition of PRSM 2012 Best Practices

Conducting Multi-Site Paving Improvements to Ensure Continuity
Conducting Multi-Site Paving Improvements to Ensure Continuity
Exterior Rebranding
Exterior Rebranding
Getting the Most Value Out of Roof Management
Getting the Most Value Out of Roof Management
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Concrete Pavement Solves Drainage Challenge
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Pervious Pavement: Concrete Solutions to Driveway Stormwater Drainage and Sustainability Problems
Applying Bipolar Ionization to Improve Indoor Air Quality and Save Energy
Determining Responsibility for Ceiling Leaks
HVAC Maintenance and Repairs Quote Review
Managing HVAC Energy Usage Without Installing an Energy Management System
Solving HVAC Issues on Landlord Operated Systems
Creating a Standardized Cleaning Chemical Program
Floor Replacement Planning and Execution
Improving Pest Control Monitoring to Maintain Store Cleanliness
Streamlining Store Cleaning Through Internal Benchmarking
LED Conversion Bolsters Ambiance, Bottom Line and Environment.
LED Gas Canopy Lighting Upgrade
Lighting Maintenance
Retrofitting Signage with LED Technology
Performing Basic Troubleshooting to Save Money
Implementing Repair Audits to Ensure Customer Safety
Improving Quality, Cost and Schedule Through Safety Education
Managing Extended Power Outages Through Emergency Response
Managing Risk Through Slip Resistance Testing
Creating Energy Teams to Pursue Opportunities
Formulating Green Solutions
Making Data Centers LEED Compliant
Outfitting Facilities with an Eye on ENERGY STAR Certification
Recycling Cooling Water From Air Conditioning Systems for Toilet and Landscaping Use
Sustainability-How the Facilities Team Can Contribute
Driving Down Waste Expense
Reducing Trash and Recycling Expense for Retail Locations
Transferring Compactor Maintenance to a Service Vendor
Waste Service Efficiency and Compliance
Waste Evaluation and Right Sizing to Reduce Cost
Asset and Service Warranty Tracking and Management: More Fully Realizing the Value of Budget Expenditures
Conducting an Organized Meeting
Proactive Maintenance Scheduling and Delivery
Repair Reductions by Participating in Design and Construction Table
Streamlining the Store Closing Process
Achieving Process Improvement Through Onsite Assessment of KPIs
Forecasting a Maintenance and Repair Budget
How to Calculate Return on Investment
Tracking Finances for Facilities
Centralizing Vendor Training and Management
Creating a Service Vendor Call Center to Save End Users’ Money
Answering a Call Status Challenge with an IVR Solution
Communicating Product Recalls Using a CMMS-Inspired Module
Doing More with Less and Saving Money in the Process
Ensuring the Accuracy of Web-Based Maintenance Requests
Establishing an End to End Procure-to-Pay Process
Leveraging Existing Technologies to Provide Updated Process Improvements
Quality Management of Bundled Periodic Services
Reduced Dashboard Time at Supply Houses
Parking Lot Management
Creating Best-In-Class Snow and Ice Management White Paper
Energy Savings/HVAC Air Filter Bypass
Managing a Retail Lighting Retrofit Project – Bright Ways to Improve Your Lighting and Your Bottom Line!
Managing Energy Usage with Interval Meter Calibration
Navigating the Department of Energy’s Higher Efficiency Regulations
Supplier Insights into Competitive Sourcing White Paper
Testing HVAC System Options to Reduce Costs and Labor
Understanding Retail Facilities Sourcing White Paper
Glossary of Acronyms and Terms

PRSM 2012 Best Practices