CSO sphere demands many meetings: department weekly staff meeting, all staff weekly meeting, monthly staff meeting, introductions meeting, donors meetings, HQ meetings, urgent meetings, updates meetings and brainstorm meetings.
If you look up how much we spent time on meetings you really have the right to questioning if we work!
Here is a pile of tips to make all these meetings effective.
- We do not care what other departments doing, please update me with the minimal amount of information that only related to what you do in general, small details will not be understood from others.
- Stick on time, no one need more than 2 minutes to tell us what they are thinking or what they up to do. if you can’t do it in 2 min. this means you should sit with your team and talk more about the new idea, or the impact that you feel.
- Please brief introduction, do not spent time on this part, and we prefer to leave time for questions, if we have any.
- Do not repeat the idea or what you say, if you having this problem, I advise you to set with yourself more and practice on how you present the work or the new idea.
- Presentations do not mean to read what you present, you should practice on memories what you want to present during the presentation, only picture and headlines with a small brief should be post in each slide. the other part you should be able to say it. Otherwise send us the presentation and we can read it with our voice.
- It’s a meeting not a date. I am really interested to know what you are doing what other people doing, but for god sake, it’s a MEETING no one want to waste his/her own time on this, do not spent more than hour on any meeting. or if you feel you need more, simply make it informal meeting from the beginning.
- Do not Interrupt other talks; please hold yourself until the end. Or just skip it. And if you are the head of department or a senior. Prepare with your staff what they are should present. People do not respect interrupters even if they are seniors.
- Do not approve a meeting without knowing the purpose of it, sometimes people want to meet with you to know what you are doing, and really you can send an email “I prefer to make a form email and send it for those who willing to know what you are doing” and if they interested at least they know from where to start.
- Finally, stick with Agenda, that why we spent time to plan for agenda, do not add other issues item, this part means one more hour or not related topics.
- Honestly spending time on meeting will make other people think we do not do anything, and we do not have time to implement our plans and goals. Be effective respect your and other people time.
Seriously meetings can kill any person spirit or passion of work. Before you want to take my tips inconsideration, check the spirit or meetings you attend or held, people either checking their phones, drawing on papers, almost sleep or just nodding to a black point.