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Preface
| "Why did I choose a Wizard as my icon for this book?
Definitions of wizard from Webster's Dictionary include a wise man; one skilled
in magic; a very clever or skillful person. To me the wizard indicates one
with a great skill. Whether that skill is to create magic, manage time,
organize workspace, enhance meetings, or complete projects - the skill is the
key to success. "When you get control of your time, it will magically seem
like you have more time to accomplish important tasks. When you organize
your workspace, you accomplish things more quickly by knowing where to find
necessary items. When you have control in meetings, not only do you
accomplish more in less time but you also bring a skill that can be learned by
others through observation. When you properly manage a project, you may
become considered wise and skilled in this area and then be asked to manage
other projects, which increase in importance.
"Each of the planning skills may build upon the others.
Having an organized workspace can help with time management. Knowing time
management basics can help with project management. Recognizing the
importance of personal time and the time of others can help with meeting
management."
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Introduction
This section introduces the books objectives, 6 principles
related to what makes a good meeting, having a well-defined purpose for each
meeting, and how to calculate the cost and effectiveness of a meeting. It
introduces the R.A.!R.A! Approach and provides a flow chart of what to do
before, during, and after meetings to insure that the meeting purpose is
accomplished.
| Meeting Types and Methods This section highlights the typical types of meetings by
purpose; such as briefing, problem solving, list generation, project planning,
decision making, or strategic planning. Since presentations are
often a part of various types of meetings, this section also provides a form for
planning presentations. The section ends by suggesting various methods for
holding meetings in addition to face-to-face and the pros/cons of each.
Preparation and Notifications
This section stresses advanced planning for meetings
through the use of preparation questions and a checklist for necessary
facilities, equipment, and other materials. Various types of meeting
notifications are also presented along with examples of the common
notifications.
Roles
This section focuses on
assigning roles as the first preparation element to consider in the R.A!.R.A!
approach. The principle tied to roles is “during meetings, everyone must
have a role to play and the group must understand the purpose of each role”.
An example of role rotation is provided.
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Agenda
This section focuses on creating and using an agenda as
the second preparation element in the R.A!R.A! approach. An agenda ties to the
principle of “if the meeting has no goal to accomplish or no agenda, then the
meeting has no real purpose”. Additionally, it stresses having
agendas posted during the meeting aids the principles “all members must agree on
the meeting purpose, agenda, and desired accomplishments” and “all members must
agree on how to accomplish the purpose(s) of the meeting.” An agenda form is
provided for use by reader.
Records
This section focuses keeping records first subsequent
measure of the R.A!.R.A! approach. During the meeting, records are key to
making sure the meeting focus stays on track to agenda topics and are a valuable
resource for tracking the results of meetings both during and after. Having
records of meeting results tie to the principle “meeting records are important
to achieve problem resolution and track results”.
A minute form is provided for use by reader.
Actions
This section focuses on action assignment and
accountability as the second subsequent measure of the R.A!R.A! approach.
Actions tie to the meeting principle “all members must be willing to take action
in and outside of the meeting in order to accomplish the purpose(s) of the
meeting”. An actions form is provided for use by reader.
Beastly Problems
This section notes potential problems that may occur in
the meeting even if the R.A!R.A! approach and other hints from this book are
used. The problems are referred to as animal names that emulate the problem
behavior. Each problem is covered in how to recognize this may be a
problem, what the underlying feelings might be, and options for resolving the
problem before it escalates.
Summary
This section summarizes the 6 principles related to what
makes a good meeting and how using the various components of R.A.!R.A! approach
can lead to more effective meetings. Evaluation forms are provided to allow
reader to determine the effectiveness of their meetings and where their meetings
need the most help. A fill-in-the-blank review of the book is also
provided at the end of the section.
Resources For More Information
This page gives books and websites the reader may want to
check out for more details on meeting management and/or alternative approaches
to it.
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