Here's How I Manage Meetings

Happy Sunday!

We are at the end of Q1 2024. WOW! Where did the last 3 months go? Is it just me or did that absolutely fly by? I am rooting for you and your business to close the quarter out with strong results.

This week I wanted to dive a little bit into getting the most out of your meetings and what has worked for me. I hope this little change of pace from finance related material is something you enjoy! Let’s jump into this week’s edition of The Bottom Line!

Every meeting holds the potential to drive progress, foster collaboration, and propel initiatives forward if done right. However, the key to unlocking the full potential of meetings lies in careful planning and preparation. Whether internal team huddles or external client/customer calls, taking the time to prepare ahead can transform a routine meeting into a productive and impactful session. 🚀

Preparing Ahead of Time for Success

Before diving into any meeting, it's essential to set the stage for success by preparing ahead of time. This involves defining clear objectives, outlining the agenda, and gathering any necessary materials or information. Pro tip, don’t try to prep or gather data 5 minutes before the call. 😀😀 By establishing a roadmap for the meeting's discussion topics and desired outcomes, participants can focus their efforts and contribute meaningfully to the conversation.

Additionally, consider the logistics of the meeting, such as scheduling a convenient time for all participants, ensuring access to necessary technology or conference tools, and providing any pre-meeting materials or background information. By addressing these details proactively, you create a conducive environment for meaningful engagement and collaboration during the meeting.

For customer calls I would make sure if you are discussing an aging file like receivables or payables, you deliver that detail at least 1 business day in advance to the others that will be attending the meeting. They need to be able to analyze, review, and get prepared for the call as well. I have found when I deliver details in advance with my questions, expectations, etc. my calls go way smoother. Plus, they take less time since all parties know what’s expected.

Developing a Plan for Smooth Flow

During the meeting itself, having a structured plan for how the call will flow is paramount to maintaining focus and momentum. Start by clearly articulating the meeting's objectives and agenda items to all participants. Then, facilitate discussion around each agenda item, allowing sufficient time for input, questions, and dialogue. If you are leading the call, lead it! There’s nothing worse than getting in a call and there’s long periods of silence. Trust me, NOBODY wants to be on a call like that. Be prepared.

Consider assigning roles or responsibilities to meeting participants to ensure active engagement and accountability. For example, designate a facilitator to guide the discussion, a timekeeper to monitor the meeting's progress, and a note-taker to capture key points and action items. By establishing a framework for collaboration and communication, you create a conducive environment for productive discussions and decision-making.

Action Items and Summary: Ensuring Clarity and Accountability

After the meeting concludes, it's essential to capture and communicate key takeaways, action items, and next steps. Provide a summary of the meeting's discussions, highlighting decisions made, action items assigned, and deadlines established. Distribute this summary promptly to all meeting participants to ensure everyone is aligned and on the same page. I’ve found that at the end of a call if you did a quick recap with everyone that also helps make sure everyone involved knows they have action items to handle or that they need to come back to the group with information or results.

Encourage accountability by assigning clear ownership of action items and establishing deadlines for completion. Follow up regularly on progress and provide support or resources as needed to ensure tasks are executed effectively. By fostering a culture of accountability and transparency, you drive momentum and progress towards achieving your goals. If you aren’t getting anywhere or others aren’t meeting deadlines, escalate. I can’t stress that enough that you may be doing all the right things, but there’s someone who doesn’t feel the same type of urgency as you to accomplish something. If that’s the case give them the opportunity, but when they aren’t performing you need to bring this to the attention of management.

To summarize the above (if you are someone just scrolling quickly through my newsletter, which I doubt is happening right?!) here’s a quick recap:

1. Preparation is Key: Start by defining objectives, outlining agendas, and gathering necessary materials to set the stage for success.

2. Structured Flow: Develop a clear plan for how the meeting will unfold, including designated roles for facilitation, timekeeping, and note-taking.

3. Effective Communication: Facilitate discussions around agenda items, allowing ample time for input, questions, and dialogue.

4. Summarize and Assign: After the meeting, provide a summary of discussions, action items, and deadlines, ensuring clarity and accountability.

5. Follow-Up and Support: Encourage accountability by assigning clear ownership of action items and providing necessary support or resources for execution.

For expert assistance or to explore our comprehensive services, reach out to me at [email protected] or visit www.guernseyconsulting.com.

Have a great week everyone and do me a favor this week, take FIVE seconds of your time and share this post on your social media. Doesn’t cost you a penny and helps my small business out more than you know.

—BG

P.S. Do you know of any business leaders, small business owners, or others that would benefit from chatting with me about accounting and finance? I’d love the opportunity to discuss options with them and how I can help. Please spread the word about Guernsey Consulting!

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