Tag: secretary

Ever rushed into a meeting in the nick of time and pretended to have your bearings, even though your mind was racing to catch up? The meeting starts, but wait, you haven’t opened your template or pulled up your agenda! Your laptop isn’t plugged in and you didn’t have a moment to learn everyone’s names. You manage to focus after about 10 minutes, but by then you’ve likely missed a piece or two of critical information. Later, when you’re editing, you’re spending twice the time you normally would combing through the recording (if you had time to set up your recording device at all!)

Who hasn’t had a boss turn the phrase, “If you’re on time you’re already late”? In the world of minute taking, where motions can signify the movement of massive dollar amounts, this certainly holds true. Being late affects you in several ways:

You look unprofessional

Being on time “gives others insight into how you view them and yourself.” — cydcor.com

In the professional world, meetings begin at the proposed start time. Period. When building a professional relationship, employers may not want to work with you again if they think there is even a possibility you will be consistently late. Tardiness can make it seem like you don’t take yourself, or your profession, seriously.

There is no excuse

In the modern world, there are many technologies that help us to be on time. Between transit tracking apps and maps, we have several different ways to move through the city. If there is a personal or family emergency, be honest and communicative. Everyone knows you’ve got a cellphone, so use it.

Lateness causes stress

Being late does not just stress out your employer, who is counting on you to deliver a professional document that begins with the start of the meeting, the call to order. A survey of 2,000 adults by natural health company A.Vogel found that 81% said “being late is the No. 1 cause of [my] stress.” We don’t like to be late, so why do we do it? It just might be that those habits seem impossible to break.

How to Break the Tardiness Cycle

Being late will continue to affect your job performance until you take steps to improve your habits. Here are some simple adjustments to get yourself on track:

• Plan for trouble: Always add 25% to your estimated travel time.
• Pack your bag well before you have to leave: God forbid you end up without the materials or technology you need when important information is at stake.
• Use tech: There are several time-tracking apps you can download on your phone to log your actions and learn how long typical tasks take to complete.
• Trick your calendar: Schedule events in your calendar for 10 minutes earlier than they actually take place so your reminder comes a little early.

It may feel hard to change when you’re used to relying on the fastest travel times or trying to squeeze in one more email before you head to work, but with persistence, your efforts will be noticed and appreciated by employers and colleagues alike.

Ever been in a meeting that was called about a certain topic, only to find that some completely irrelevant tangent ends up dominating the discussion?

A critical tool for keeping a meeting productive and on track is the often-underestimated agenda. Preparation is key to crafting a clear, defined road map that sets the framework for an efficient and functional meeting, even if the dynamic isn’t particularly harmonious.

If a board doesn’t use an agenda for its meeting, or relies on one that isn’t well thought out, it can end up having a wide-ranging, aimless discussion that achieves nothing.

The following steps show how to craft a good agenda that will mitigate redundant conversations and poor time management in meetings and ensure the group gets to the point quickly and stays focused.

1. Define the goal

Before putting down the first agenda item, answer this question: “What do we want to accomplish at this meeting?”

The person drafting the agenda should understand the priority of each topic to be discussed and develop a hierarchy of points that need to be covered to build a strong skeleton for the meeting. Reviewing the previous minutes in advance is a good practice as there may be subjects that are carried over from one meeting to the next. This gives the agenda a clear direction.

2. Everything has its time

In an ideal world, every topic can be discussed effectively during a meeting. The reality is: the longer the meeting, the greater the chance of attendees losing focus. Pick subjects for the agenda that require planning or action soon, not far down the road. For example, a discussion about snow removal next winter might not get on the agenda for a May meeting, whereas cleaning a parking garage or outdoor pool maintenance should make it on if decisions are required more imminently.

Suggesting a time limit beside each topic reminds participants they must keep their comments concise and relevant in order for the meeting to adjourn on time.

3. Drafting the agenda

When actually writing the agenda, topics should be outlined clearly and succinctly and can be listed in order of priority. Much like a concise resume, an agenda should be no more than one page. This sets the tone for the meeting — too many topics from the get-go can seem overwhelming.

Of course, there are standard items that should be on every agenda, such as:

• Who the meeting is for (organization name)
• Date/time/location
• Call to order
• Approval of agenda
• Date/time of next meeting
• Termination

The content between these headings is what is most important in creating an agenda that will deliver the desired outcome of a board meeting. For example, if one objective is to review the manager’s report, then “Management Report Review” should be one of the headings, with subtopics below. Subtopics act as an agenda within an agenda and add clarity and direction.

A good agenda is futile if nobody enforces it. The meeting chair should use the agenda as a roadmap and, if conversations stray off-topic, it is the chair’s duty to get everyone back on track. Long meetings can be costly and ineffective, and an agenda can act as the first checkpoint to ensure meetings stay on course.

The goal of a meeting is to reach outcomes and decide tasks or next steps. With a good agenda and someone to enforce it, the meeting has a much better chance of being efficient and successful.