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| ADMINISTRATIVE TOOLS MEETING MANAGEMENT (AGENDA-OBJECTIVES)(MINUTES-DECISIONS)(ASSIGNMENT-RENEWAL) Have you ever been in a meeting which took a lot of time and produced no worthwhile result? Most of us been in such a meeting, and increasingly, organizations are taking stock of the time and money that is wasted in unproductive meetings. In our consulting practice we have seen numerous instances of wasted effort by very talented people, primarily due to the way in which meetings were being conducted. In an effort to provide a meaningful solution to this problem for one of our clients, we developed our Meeting Management Program, which we have named AOMDAR. AOMDAR is designed to assist in the effective management of meetings. It is based upon a three step process, setting the agenda, compiling the minutes, and assigning follow up tasks to the participants. This is a well known system of meeting management, but our tool takes the process several steps further. In Step 1, The AO process (Agenda-Objectives) we make the agenda process one that requires a topic for consideration (not just discussion), and there must be either one or several objectives to the discussion. This means that a topic on the agenda is therefore the purpose of coming to some conclusion about that topic. As an example, if sales are lower than projected, The Agenda Topic may be sales, and the objective is to develop a means to increase sales in the coming period. In Step 2, The MD process (Minutes-Decisions) we make the business of recording results as decisions that were made, not just what was discussed. The Minutes, then, are a record of decisions made as a result of reaching the objectives as record above in the AO Step of the process. As an example, to improve sales, we may decide to increase e-mail marketing in support of the field sales effort. In Step 3, The AR process (Action-Renewal) we record action assignments that result from the decisions were recorded in Step 2. Assignments require that someone do something, and that action must be recorded. What is recorded is the required action and the timeline for the action to be completed and reported back. The final letter, R, stands for renewal, in that meetings are continuous (at least in the short term) and what is worked on typically is not completed in one meeting. Thus there is the need for renewal, and for the setting of a new meeting, and renewing the organization’s commitment to making progress. The 3 Step Process outlined above is being used in several organizations as a tool of improved management through effective design and implementation of Meeting Management.
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Website Created By: |
Elizabeth Mauk - (301)
432-0079