How to run a quick conference – Is there even such a thing?

Meetings are still a principal factor for business success today. Even with a lot of the technology attainable, we still find that we are using up a number of hours a week in meetings. Meetings are a beneficial idea; they bring people today face to face where you are able to actually talk to the person. This permits you to start a relationship, share suggestions and stories that are not always about business. These forms of conversations assist you to create trust, likeability and a readiness to work with other people on company projects. In essence, they can be a incentive to putting together a productive workforce.

With all that being said, conferences are also sometimes viewed as a waste of time. They go over the designated time and can go off on endless points. Sometimes the only thing accomplished is the need for more meetings. So what can be done to run a “short”, beneficial conference? Begin with thinking of conferences from two places of accountability: the first is the facilitator or individual who called the conference (let’s call that person the MC); and the other person is the attendee/employee. Both have some rules that needs to be followed- primary business and professional behaviors and courtesies. However, these rules need to be plainly communicated and comprehended by all individuals. It's challenging to play by the rules if you don’t know them!

Let's start off with the regulations for the MC. Most importantly, other than perhaps the weekly staff meeting, the MC should really only call a conference when it's really essential. When you must have a conference, set the day, time and duration of the conference. It’s necessary to always determine an ending time for each meeting and to finish on time!

Publish the plan beforehand to give each person time to arrange their information for the conference. The list of items to discuss should clearly express the day of week, date, start and end time, and location of the meeting. Don’t assume everyone one knows.

The list of items to discuss needs points of discussion that can be gone over within the time frame set. A lot of action items can start off the meeting off in a unfavorable tone since those attending will know if there are too many items to go over. You will get more cooperation from people if they know they can count on the meeting running efficiently and on time. Remember, the adult attention span in meetings is limited.
Invite only those employees who have to take part and who have something of value to add to the meeting. Think of each person's role in the meeting. If you have a person that will only be able to contribute to one action item, then focus on that one first. Excuse the individual at the end of the discussion. They will thank you for your sharp recognition and appreciation of their work time.

Set the ground rules and stick to them. Be early and ready to start off the conference on-time, even if everyone is not available. Don’t go back and “catch-up” late comers. It’s unethical, rude and poor business manners for them to be late. They can make their own plans following the meeting to get filled-in on what they missed. The only exception to this guideline might be if a senior level executive comes late and requests a summary of the meeting.

And as complicated as this might seem, don’t allow for cell phones on the table or to be used while in the meeting. Unless the group is dealing in life and death situations, most text messages, emails and phone calls can wait until the meeting is concluded.

Keep the discussion on track and concentrated on the listed items. Off topic items and individual side-bar conversations only make the meeting longer. Assign someone to take notes so a follow-up of the actions decided and action items still open can be published quickly after the meeting. This person can also aide in staying to the agenda and time. Every meeting needs a time keeper!

Regulations for the invited workforce are very simple. There is a reason your name was on the list, so be well prepared for your part of the discussion and to make a contribution. Be on-time. This shows you value other peoples' time as much as you value your own. Pay attention while in the meeting and turn off your cell phone.

The “quick” meeting is attainable. It's going to take everyone to try and do their part and play by the rules. Everybody involved will thank you for it!