10 smart questions to ask before attending that next meeting
Original article by Neen James | Adapted by David V. Appleyard
We get invited to so many "meetings," but do we really need to attend all of them? Use the following 10 questions to assess if you should accept that next meeting invitation:
What is the agenda of the meeting?
Don’t attend any meeting without a clear agenda. Otherwise you are wasting precious time. Don’t ever schedule a meeting unless you make it clear to your attendees what the purpose, time-frame and outcomes of the meeting will be.
Who else is attending the meeting?
Ask this question to ensure the meeting is set at the right level and the correct people are involved.
Why do you need/want me involved?
Make sure there is a good reason for you personally to attend the meeting.
What time does it start?
Be strict with your own time and also those of the attendees. If you are scheduling the meeting, always start on time regardless of if all attendees have arrived. Make it known you will start on time.
What time does it finish?
Advise all attendees that it will finish on time to allow them to attend their next engagement.
May I attend for my section of the agenda only?
Where possible, don’t sit through unnecessary discussions; only attend when the agenda item relates to you or your department.
What do you need me to prepare before the meeting?
Get clear instructions on the preparation required. If the person scheduling the meeting advises that you don’t need to prepare anything, ask question 3 again: why do you want me involved?
When will minutes of the meeting be available?
If possible, take minutes at the meeting (handwritten OK), walk to the photocopier, make enough copies for everyone, and then give them out. Avoid the extra work of typing minutes unless absolutely necessary.
Where is the meeting being held?
Ask for clear instructions, including the floor and meeting room number to ensure you don’t waste time looking for the right location.
Could we teleconference instead of having a physical meeting?
Where possible, handle matters over the phone or the Net to avoid wasting time traveling to and from meetings.
By asking these 10 simple questions, you will help educate those around you on the importance of managing and respecting time. You will save yourself time and be more productive in your day.
- Neen James sees herself as a "personal leadership productivity expert."
Read her blog at https://neenjames.com.
