How to manage and control the meeting time efficiently 1 Make a 22-minute meeting-who stipulates that the meeting time should be half an hour or 1 hour? Is there any data to support this meeting time? Of course not. It is obviously not enough to leave everyone 30 minutes or 60 minutes to explain and debate their views. On average, it takes 1 hour for everyone to clear their minds. In fact, not all meetings can be controlled within 22 minutes, but many meetings can be controlled. We can try to keep the meeting time as short as possible.
1. Have a goal-based agenda-an agenda with clear goals will make the meeting more icing on the cake and more targeted. You can consider writing the contents of the agenda on the whiteboard, and at the same time bold the corresponding key points, so as to constantly remind everyone what the meeting needs to achieve.
2. Send the meeting invitation three days in advance-although this may be a burden for the meeting organizer, it can reduce the cost for the team members as little as possible. Don't let the meeting become a document that everyone is familiar with first, which is a punishment for those who are ready for the meeting. (Note: 24 hours in advance for personal tasks is enough)
3. Start on time-how many meetings start on time? The answer is almost none. In some cases, it may be because programs such as Outlook do not have the function of setting multiple meeting intervals. In order to pay off the debt of meeting time every day, controlling the time to 22 minutes can give you enough time to buffer and rest.
4. Standing for a meeting-Standing for a meeting can remind everyone not to complicate the meeting or lead to another goal. Express your opinions or needs, or keep silent. If there are differences at the meeting, they can be settled after the meeting.
Don't bring a laptop, just bring the host and the meeting recorder-if you can guarantee that the meeting will be completed within 22 minutes, then you don't need to bring anything unimportant, all you need to do is concentrate on the lecture. Only one person needs to chair the meeting and take notes.
6. No telephone, and other reasons-same as above.
7. Pay attention to the key points of the meeting! Stop the topic from spreading-if you have an agenda, the meeting host should make all the participants follow it. If the agenda is ok, make sure that the discussion at the meeting is too far from the subject.
8. Send the meeting minutes as soon as possible-if the meeting time is limited to 22 minutes, it is necessary to send the meeting contents and resolutions as soon as possible before the second meeting.
Methods of efficiently managing and controlling meeting time Part II: See what the wind says. We often say, improve the style of the meeting and strive for practical results. By effectiveness, we mean effectiveness and effectiveness. How to organize meetings efficiently, control time effectively and finish the work smoothly? We can combine the "1+3" mode to discuss and find the answer.
The so-called "1" is to establish an idea.
It is necessary to establish a pragmatic, substantial and practical concept of running the meeting, resolutely get rid of formalism and bureaucracy, improve meeting efficiency, improve work quality, change meeting style, change work style and cultivate new style.
Adhere to problem-oriented meetings. Hold short meetings, talk short stories, avoid empty talk, focus on solving problems, spend time on implementation, aim at problems, pursue problems, and hold more meetings with half the effort.
Hold a meeting with innovative ideas. Make full use of new ideas, new methods and new technologies to control the meeting time, break through the rigid mode and improve the meeting form, so that the long meeting will become shorter and the short meeting will become more real.
Insist on streamlining and saving meetings. Strictly control the scale and time of the meeting, reduce the input of manpower, material resources and financial resources, and maximize the benefits of the meeting.
Adhere to the system of establishing rules and regulations. Establish rules and regulations before the meeting, fill in gaps, shortcomings and main points in accordance with the spirit of the eight central regulations and relevant requirements, strengthen system construction, improve mechanism guarantee, pay attention to the balance between standardization and efficiency, make good use of system management Committee, and let rules control time.
The so-called "3" is to grasp three steps.
Do your homework before the meeting, remind you to summarize after the meeting, start from the link, precipitate the details, play a "combination boxing", fight an "active war", and find the breakthrough point and breakthrough point for an efficient meeting.
Do your homework before the meeting.
Plan ahead. Be familiar with the meeting before the meeting, closely follow the theme of the meeting, and focus on the agenda, topic setting, discussion links, etc. Optimize the meeting process, arrange the time scientifically, come up with an operable, implementable and efficient meeting plan, and take the initiative to hold the meeting efficiently.
Deduction first. Calm down before the meeting and deduce the length of each link in your mind. Derive with problem consciousness, solve with actual combat spirit, and have countermeasures for possible delays in advance; For those who may work overtime, go to dock in advance; For matters that may be delayed, optimize in advance.
For example, in some meetings where someone speaks on stage, you can reserve a motorized seat near the entrance of the podium. The first person speaks on the stage, and the last person waits here, so that you can connect quickly and save time. Do more actual combat deduction, not "talk on paper."
Warm up first. It is very important to warm up well in advance. Pay attention to communication and coordination before the meeting, discuss complex issues, and hold a ventilation meeting in advance; Agree on major issues and solicit opinions from all sides in advance; When holding a general meeting, if there is no confidentiality requirement, distribute materials in advance, understand the topics in advance, let the participants warm up in advance, get into the state in advance, get familiar with the situation, and make targeted speeches, saving time for temporary reading and thinking at the meeting.
Make a reminder during the meeting
There are both procedural factors and random uncertainties in the meeting. Effective control of meeting time requires effective on-site guidance and time management, with the focus on "six reminders in the meeting".
First, come straight to the point and solemnly remind you that the opening remarks should be concise, clear the length of the meeting and the time limit for speaking, and respect and abide by the rules of the meeting.
The second is to stop the digression strategy reminder and guide everyone to fully discuss and express their opinions around the central topic. When digressing, stop strategically, control the content of the speech to the current topic, and focus on the discussion of substantive issues.
Third, it is necessary to control the rhythm to remind people reasonably, grasp the initiative of discussing time for each topic, and for lengthy speeches, endless rambling, elaborate too carefully or dragging their feet and have nothing to say, we should promptly guide the speakers to clarify their views, clarify the most critical things in the simplest words, and control the rhythm of the meeting reasonably, so as not to affect the whole process because of the progress of the link.
Fourth, for the clever reminder of overtime, it is necessary to strengthen the agreement on the time limit for speaking. A competent host is not a "good guy" who works overtime, but a punctual "head of the family". There are many ways to remind, such as handing a note, giving a look, pointing to a watch, looking at a wall clock, or directly reaffirming the time limit. In this regard, setting up voice reminders is also a good method. Record two voice reminders in advance, time them on the spot, and play them at that time, such as "Your speech time is one minute" and "Your speech time is up", and speak fairly within a fair time limit.
The fifth is to resolve differences and objectively remind people that there is a long speech at the meeting that has nothing to do with the topic. This is not only a comparison with each other's views, but also a contest with the meeting time. Boring debates should be interrupted, useful debates should be guided, and precious meeting time should not race against the lengthy debate process.
Sixth, on-the-spot judgment and impromptu reminder, some small-scale research meetings, can focus on the theme of the scene, impromptu reminder, do not need to read according to the manuscript, * * * with easy answers, focused theme, relaxed atmosphere and relaxed time.
Make a summary after the meeting.
The summary is not small and deserves attention. By adding "effective time control" to the summary, we can sort out many meeting elements related to time control and efficiency improvement, such as post-meeting time, topic comparison time, speech time, time for changing places, photo time, video time, material time, presiding time, etc., and sort out and improve time control measures. Taking "material time" as an example, it can be summarized as follows: (1) At this meeting, how the numerical control of material properties was reported by streamlining and compressing; What is the time-saving situation after the oral report materials are converted into written submission materials? How long does it take to optimize the report mode to PPT form? Wait a minute. It is necessary to achieve dynamic perfection, normal accumulation, work in the research state, improve in summing up the law, and improve efficiency for a while.
Perhaps, at this moment, you meet another meeting, or undertake, or preside over, or participate in it. If necessary, you might as well take action to reduce the meeting time. This is a very meaningful thing.