Intentional Meeting Design


  • Teilnehmer
  • Dauer
  • Uhrzeit
    • Zeit, um sich wieder einzuarbeiten (Grafik)
  • Agenda
    • Hintergrund
    • Ziel
    • Vorgehen
    • Vorbereitung: Zusammen oder vorher? (S. Amazon)

  • Design schedules for uninterrupted time


Before meetings

  • Call a meeting only when necessary.
  • Schedule meeting length to fit with meeting goals; avoid long meetings.
  • Keep meeting size small by including only those people whose expertise and knowledge are required.
  • Match technology to meeting objectives—use rich media (eg, videoconferencing, teleconferencing) for virtual attendees.

Leader and attendee responsibilities:

  • Set clear goals and desired outcomes for the meeting. Prepare an agenda that is circulated in advance.
  • Make sure the meeting is relevant to everyone invited. Come prepared by reviewing the agenda.
  • Ensure that technology is working and ready to go prior to the meeting start time.

During meetings

  • Arrive early (or on time).
  • Avoid complaining, dominating communication behavior, and inappropriate verbal statements.
  • Avoid doing unrelated activities and non-participation.

Leader responsibilities:

  • Follow an agenda that lays out clear goals and outcomes for the meeting.
  • Start the meeting on time.
  • Avoid distractions and multitasking during the meeting.
  • Allow attendees to participate in the decision-making process. If a decision is already made, let everyone know.
  • Actively encourage everyone to participate.
  • Intervene when interpersonal communication patterns become dysfunctional.

After meetings

  • Send meeting minutes and action items out immediately following meeting.
  • Briefly assess meeting satisfaction and quality immediately following meetings to inform future meeting design.

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