Note on Meeting Management in a Start-up by Simon Westbrook of Aargo Inc.

Big companies have meetings and small companies have meetings, but big companies have more people to have more meetings. As an early stage company there are a lot of problems to solve, decisions to make and ideas to create, and meetings, whether face to face, or via phone and video conference, can be a great way of brainstorming, testing the checks and balances, and establishing consensus. However, your time is limited and meetings can easily eat into your business development and sales time if you have a big talker in the meeting.

To get value out of your meetings I recommend a few simple tips

1. Send written invitations with agenda (Outlook) in advance and issues reminders to attendees so people come on time, and prepared.
2. Start the meeting on time. If you are late in starting, people will avoid the “waiting” time by coming late to your next meeting.
3. Review the Agenda setting defined target start and end times, and follow the agenda to ensure focus, and inclusion of all intended items.
4. Clarify the objectives of the meeting, and what each person is expected to contribute.
5. Control disruptive behavior (rambling, gossip, speculation, phone calls, blackberrying, etc)
6. Invite every attendees individually to contribute something specific to the meeting
7. Summarise your understanding of the results of the meeting
8. Take your own minutes to ensure reporting matches your understanding of the meeting outcome
9. Assign specific written actions, and “by-dates” to meeting attendees and invite/explain questions
10. Circulate minutes promptly to attendees on day of meeting while you remember, and while they still have time to deal with assigned action points before the next meeting.
11. Make first item on next meeting agenda “Action items from last meeting”

Warning: The information contained in this blog is for guidance only and readers should contact their accountant, lawyer or tax professional for advice on the facts of their own specific case.