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Welcome to Epicenter Development Group's newsletter EPICentral. The purpose of this newsletter is to highlight fundamental ideas that have helped organizations develop and maintain great manufacturing and service operations. We hope that you find our EPICentral newsletter helpful and would welcome your comments on its content.
Effective Meetings – Going from Waste to Gold (Part I)
As professionals, we spend a good deal of time in meetings. One study, in fact, estimates that managers currently spend an average of eleven hours per week in meetings to plan, communicate and make decisions. Unfortunately, the studies have also found that people tend to think of most meetings as a “waste of time.” In this newsletter, I would like to review some of the important things that should be considered before sending out that meeting invitation to your colleagues, boss, customers, or subordinates.
#1 Identify the Meeting Objective
 The meeting objective is the key element of effective meetings. It is the basis for determining who to invite and how long the meeting needs to be.
- Objectives can include:
- A decision to make and/or approve something.
- Problem solving.
- Dissemination of information.
- Development of solutions.
- Suggestion – Try not to be too aggressive on your objectives. You can sometimes identify PRIMARY objectives (must be completed) and SECONDARY objectives (will complete if there is enough time).
#2 Create an Agenda
A meeting agenda is a “roadmap” for getting from where you are to your stated objectives. The agenda should be created and distributed as part of the meeting invitation.
- Agendas should include the meeting objective, a listing of expected activities, the duration of each activity, and who will be presenting (if other than yourself).
- A standard agenda might include the following items:
- Review Meeting Objective(s).
- Present Background / Information.
- Activities specific to the meeting objective.
- Assignments.
#3 Invite the Right People to the Meeting
Once you are clear on the meeting objective, then you can put together a list of people to invite. The goal is to invite only those people that are needed to reach the desired objectives.
- Consider that some people can receive the meeting notes versus attending.
- Make sure that people with the authority to make decisions are included in the group.
- Get confirmation from critical people of their intent to attend meetings.
#4 Prepare People for the Meeting Discussion
To get the most benefit during your meeting, you will want to let people know what is required to prepare for the event. Some examples include:
- Letting people know what their role will be during the meeting:
- Presenting information.
- Making a specific decision.
- Asking questions.
- Requiring prep work for the meeting:
- Information that needs to be reviewed prior to the meeting.
- Information that needs to be collected and summarized before the meeting.
NEXT STEPS
If you would like more information on how to make your meetings more effective, please do not hesitate to contact Epicenter Development Group at wproctor@epicentergroup.com or at 216.702.0952. In addition to this newsletter article, we also have a half-day workshop on “Running Effective Meetings” that can be hosted at your facility.
Epicenter is in the process of developing a monthly 30-minute webinar that covers the highlighted newsletter tool. If you feel that you would be interested in participating in such a webinar, please send us an email of your interest at rmilicia@epicentergroup.com.
Mr. Proctor also speaks on a variety of problem-solving and system design topics that can help companies significantly increase the success and profitability of their businesses. If you are interested in having Bill speak at one of your upcoming meetings/events or would like more information on any of the speaking topics, please visit Speaker Services.
ABOUT EPICENTER DEVELOPMENT GROUP
Epicenter Development Group is an independently-owned engineering consulting firm located in the Cleveland, Ohio area.
 Epicenter Development Group is a unique consulting firm that seamlessly integrates the disciplines of Systems Engineering and Organizational Analysis & Development to create practical design solutions to your toughest challenges.
It is on the cutting edge of problem-solving solutions and the creator of a unique process called GreenRoom Engineering. This process adds greater value and cost savings for clients as compared to traditional engineering methods.
William Proctor, Epicenter's founder and president, has provided services around the country to more than 100 companies consisting of a variety of organizations; and Epicenter continues to grow as a resource for firms of all sizes.
To learn more about Epicenter Development Group, visit our homepage at www.epicentergroup.com.
NEWSLETTER SUBSCRIPTION
EPICentral is a no-cost newsletter that is delivered to our clients and friends on a monthly basis.
   
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This newsletter is developed and published by:
Epicenter Development Group, LLC
12111 Chippewa Road
Brecksville, OH 44141
216.702.0952
www.epicentergroup.com
wproctor@epicentergroup.com
Copyright 2007, Epicenter Development Group
All rights reserved.
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