The MeetingMaximizer Form

Situation

What’s the catalyst for this meeting? For example, a consulting deliverable is due, a deadline is looming, or you desperately need to revisit the brownie tasting research.

Desired Outcome

How will you and/or your consulting team be better off at the end of this block of time? Be specific. Something like, “The Lizard presentation is complete to at least a B+ level.”

Indicators of Success

These are your goalposts for the meeting, and deserve thoughtful consideration. Powering through the agenda is rarely the only success criteria. Others could range from “Lenny knows what to do next on the Coco Nibs project” to “Every consultant feels like a valuable contributor.”

Your mission during your allocated time is simple: check off every success indicator.

Risks and Concerns

What could go wrong during the meeting? Often this boils down to, “Distractions and interruptions could derail us.” However, you may have other concerns too, such as everyone feeling heard or a key player not showing up.

Parameters

Typically, this just specifies the location. You can specify other parameters though, such as web-conference dial-in information, the language you’ll use, or who’s bringing the hot cocoa.

Approach

Sketch out anything that will help you ace every indicator of success while overcoming the risks and concerns. For instance, in your approach you may want to include:

Ground Rules – e.g., “No interruptions, even for clients,” or “Every discussion must be about the Insurance project,” or “Don’t talk while chewing.”

Agenda – The topics you’ll cover, clearly indicating who owns the agenda item and how much time you’ve allocated to cover it.

Decisions to be Made – Knowing this list in advance will save you and your meeting from wandering aimlessly.

Tools We’ll Use – Any templates, checklists, dashboards etc. that will facilitate your progress during the meeting.