“Purpose?” Phillip squinted.
“Purpose,” I repeated. “The first step to having important meetings is to be crystal clear on its purpose. We tell Project Managers they need to have meetings, and then we wonder why their meetings fall apart. Bottom line is that most companies don’t train supervisors and managers on how to conduct an effective meeting. They just expect it to happen, like magic.”
“So we need to start with purpose?” asked Phillip.
“Everything starts with purpose. Meetings run amuck when there is no purpose, or where people attending have different purposes. Until we get those purposes out on the table, our meeting is going to meander aimlessly.”
“How do we do that? Send an email out before the meeting?” pondered Phillip.
“Yes, it’s as simple as that. But think about it. How many meetings did you attend during the past month where there was no stated purpose and no agenda?”
Phillip didn’t have to think long. “You know, I don’t think I went to a single meeting last month where there was a published agenda, much less, a stated purpose.”
“Now, I know some things managed to get done in those meetings, but they could have been much more effective. Do that one simple thing, and teach your PMs to do the same and you will see an improvement.”