The first step in planning an agenda is to identify the goals for the meeting. Properly done, goals have five S M A R T characteristics. They are:

Specific. The goal must tell exactly what will be accomplished. For example: During the next hour we will find at least three ways to reduce defects on Unit #4 by 10%. This states exactly what the group will work on. Vague goals can cause you to lose control of the meeting.

Measurable. A measurable criteria helps you determine if the goal has been completed. This can be stated as a number (5 ideas, 10% gain, one decision) or as an achievement (Did we write a strategy or not?).

Achievable. Goals must be realistic for the resources and time available. For example, most groups could identify twenty ways to reduce the budget in a fifteen minute meeting. On the other hand, it is unlikely that a group could develop a marketing plan in 30 minutes.

Relevant. To be meaningful, a goal has to relate to the overall mission of your business. Otherwise, you may be wasting time. Challenge each goal with the question, What happens without it? If your answer is nothing, cancel the meeting.

Time. Specifying a deadline (e.g., by noon) or a rate (e.g., 3 per hour) moves activity toward completing the task and provides a criteria to measure progress. Of course, you want to select realistic times.

As a final check, make sure your goals are so clear that someone else could use them to run your meeting.

Steve Kaye

Steve Kaye helps leaders hold effective meetings. He is an Certified Professional Facilitator (with the International Association of Facilitators), author, and speaker.

Since 1992 his innovative workshops have informed and inspired people nationwide. Clients include Avery Dennison, IBM, and Unocal.

His workshop topics include:

* One Great Meeting - How to plan and conduct meetings that produce results others will support

* The Human Side of Communication - How to win trust, earn respect, and establish rapport

* Winning Words - How to design and deliver presentations that inspire and impress people

* Behavior Styles - How to get along with others

As a meeting facilitator, he helps people obtain results that they could not obtain by working on their own. Read about examples on his web site.

He is the author of:

* The Manager's Pocket Guide to Effective Meetings

* Meetings in an Hour or Less

* 117 Tips for Effective Meetings

With a Ph.D. in chemical engineering and 20 years of experience working for major corporations, Steve specializes in working with engineers, scientists, and high tech professionals.

Call 714-528-1300 or visit his web site for over 130 pages of information (including program details, client guides, FAQs, cartoons, and more).

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