Checklist To Prevent Unnecessary Meetings

Typical problems faced by managers and employees of companies who spend a large part of their lives at meetings and planning meetings:

  1. Empty talk. We spent a lot of time on the meeting, and what is its result is not clear. Buried in the turnover, but did not get to the important.
  2. We plan one thing, we do another. Or we do nothing. Tasks are set, but not fulfilled or not brought to a result.
  3. There is no initiative. After the planning meeting, employees still run with questions to the manager, they cannot make even simple decisions on their own.

Why is this happening? Many executives we interviewed see this as a necessary evil and meetings as a waste of time. And, nevertheless, they hold them – because for some reason it is impossible to manage a business without meetings.

But more often than not, the reasons for wasting time in meetings are quite simple. For a meeting to be effective, it must have a purpose, and the structure of the meeting must lead to that purpose. If any of this is missing – either the goal was forgotten, or the structure is missing or does not match the goal – then the meeting begins to stall.

Checklist for Business Meeting

We have prepared this checklist so that you can conduct your meetings and planning meetings effectively without drowning in routine and talk about nothing.

To keep meetings from turning into a “Let’s talk” format,

you can use a handy checklist with questions for self-checking the status of business meetings.

You just need to honestly answer these questions:

1. Organization of meetings

Is there a schedule of meetings planned for the period?

Are there meeting rules?

Are participants aware of the meeting schedule?

Is the composition of the meeting participants determined in advance?

Have the agenda and minutes of the meetings been formatted?

2. Preparing for meetings

Participants are notified in advance of the meeting

Agenda sent to participants well in advance

Reporting materials are sent to participants in advance

Responsible prepare reports in writing

The preparation and equipment of the meeting room is checked

3. Meetings

The order of consideration of the agenda is observed

Is time taken into account for agenda topics?

Meeting participants are correct and listen to each other

Responsible and presenters always offer solutions

Participants do not go to the clarification of personal relationships in discussions

4. End meetings

Minutes prepared and agreed at the current meeting

Everyone understands what to do according to the protocol after the meeting

The meeting was held within the scheduled time

The agenda and participants of the next meeting are determined

5. Meeting control

The protocol is approved and sent to interested parties

Orders were delivered to the executors in a timely manner

Performance reports are sent to the secretary in a timely manner

The reasons for non-execution of instructions are established and discussed

The progress of the execution of orders is always controlled

Performing discipline is evaluated and conclusions are drawn

6. Analysis of meetings

The history of consideration of the issues of the meetings is analyzed.

Time spent by meeting topics are analyzed.

Materials from the Meetings Database are used in the work.

Statistics used by meeting participants.

The labor costs of the meeting participants are analyzed.

Rules are the Key to a Successful Meeting

The result of teamwork depends entirely on how the discussions go. Follow these guidelines to use the experience of each team member, their trust and respect for each other – for the sake of productive work of the team.

Discuss Anything

When you come to a meeting, leave your own biases, limitations, taboos, and the desire to reject ideas without listening to them to the end. Any topics are eligible for discussion.

Everyone is equal

People should not be afraid to voice their opinions, argue, offer ideas or ask questions in the presence of leaders. Give each meeting participant an equal vote.

Let Everyone Speak

Introverts don’t usually get into arguments. Extroverts, on the other hand, love to talk. If there are 6 people for an hour-long meeting, make sure everyone speaks for about 10 minutes. Do not forget that the best decisions are born only after everyone is heard.

Nothing Personal

Don’t let your emotions run free and don’t bring personal relationships into the discussion, otherwise the argument will turn from constructive to destructive. Argue with arguments, but not with people. Evaluate ideas, not the people who created them.

What happened in the meeting room stays in the meeting room

Agree that under no circumstances will what happens at the meeting become known to outsiders.

Finally Make Up Your Mind

No meeting should be wasted. Begin by stating the reason for the interview and the outcome you expect from it. During the negotiation, remind yourself (and others) of the purpose of the negotiation and remember to make a decision at the end. The meeting can only have two acceptable outcomes: either you have agreed on the topic to be discussed, or you have understood exactly what information you need, where and from whom you will get it, and when you will meet next, to make a final decision decision.

Gadgets Are Prohibited

A person is not a multitasking system, he cannot concentrate on everything at the same time, something has to be sacrificed. If you focus half your attention on what’s happening in a meeting (and the other half on your smartphone or laptop), you’ll shorten meetings by 50% – and don’t get distracted during that time!

What is the Purpose of Corporate Meetings?

Achieving high results in the process of any organization is possible thanks to the work of a well-coordinated, close-knit team. Today, more and more business leaders understand the importance of colleagues not only solving work problems, but also being able to spend their free time together. Holding a corporate event is a great opportunity for employees to communicate and socialize in an informal setting. Very often in the course of such meetings, new ideas emerge, which are then implemented in very successful projects. Under Corporate Actions you assign: Holidays; training courses; athletic team competition. Current and former employees of the companies can attend such events. In some cases it is also appropriate to invite their family members. Companies can organize events for founders, managers or employees of organizations.

What are Corporate Events?

Conventionally, they can be divided into two types: entertaining; Activities that strengthen the corporate culture. The former have the task of alleviating the psychological burden of establishing contact between employees in an informal setting. Such a vacation helps employees to switch off from company duties and escape from everyday chores. Very often, a break in work allows you to find more effective methods of solving problems. Activities to improve corporate culture are a bit more complicated. The main task of the holiday organizer in this case is to find a combination of appropriate business communication and entertainment. It is advisable to divide the holiday into two thematic blocks.

What are Meetings for?

Good meetings promote targeted coordination in the team. To ensure that discussions or meetings have real added value for all employees concerned and for the company, a few simple rules must be heeded. These mainly concern:

  • clarification of goals;
  • detailed preparation;
  • moderated execution;
  • informative follow-up.

Basically, meetings are important! They are an essential basis for the success of a team and the company. They intensify communication between employees. This strengthens mutual understanding and trust. Meetings can also lead to better decisions because difficult questions are discussed from different perspectives and a lot of experience is pooled. These are central factors for the company’s success.

Goals of Conducting Corporate Events

Corporate events of the company allow to unite the group and increase the efficiency of all employees.

 

The decision to hold corporate events is usually made by the boss. He can carry out the preparation himself or appoint responsible persons. At the same time, it is very important to note that a positive effect can only be achieved with the help of a company party if the employees want to take part in the event voluntarily and not under pressure.

Among the main goals that the “Company” can achieve, it is worth highlighting:

  • resolution of interpersonal conflicts in personnel;
  • employees getting to know each other and the management team in an informal setting;
  • formation of the corporate spirit of the company;
  • team building and development of corporate values;
  • creation of a good working atmosphere in the company;
  • diagnostics of the psychological climate in the state.

A moment worth mentioning separately is the motivation of the team. If a company event leaves only positive emotions in the employees, then it is an incentive for further achievements and conscientious work.

We can say with confidence that well-planned corporate events in Moscow and in any other city in the world are a guarantee of prosperity and better work for the company. Please note that a corporate event should not become a regular banquet. It is worth entrusting its organization and implementation to professionals.

Conclusion

Corporate events are necessary for every company. Thanks to them, the staff recovers from hard work and relieves stress. You can improve the psychological climate in the team, resolve conflicts and quarrels. Such events will be remembered for a long time. If vacation is kept at a decent level, leadership in the eyes of the employee increases.

 

Best Practices for Nonprofit Board Fundraising

The history of collecting donations dates back to the beginning of the 20th century. Such collections of donations were carried out in the form of club fees, charity bazaars, lotteries, subscriptions. When implementing such events, the most difficult thing was to gather a large number of collectors and organize the calculation of the collected amount. And donations are still relevant. But like a few centuries ago, many need advice on fundraising

Find a Modeling Organization

You don’t need to reinvent the wheel. Find a non-profit organization that works on your topic, just a couple of steps ahead of you, and see what they’re doing.

Even if you can’t meet any of the fundraisers in person or talk on the phone, just see how they work. What do they write to donors, how is this work done? To do this, subscribe to the newsletters of the selected organization, make a minimum donation and watch how the organization communicates with donors, see available statistics, the results of a particular campaign. Take the best!

Transformational vs Transactional Fundraising: Make Your Choice

There are two types of fundraising: transactional, where the donor gets something with their money, and transformational, where the donor gives money simply because they want to support the good work of your non-profit organization. It is common for young non-profit organizations to gravitate towards what they have seen before, but these are usually events and activities such as fairs, races, concerts. And they are all transactional.

If the majority of your fundraising is transactional, it is not sustainable. Events and fundraising take a lot of time and effort. At some point, you feel like a squirrel in a wheel.

So focus more on the transformational feed. This will require you to think about your donors and communicate with them regularly. Keep a balance between the two types, or even better, use a transformational rather than a transactional approach.

Here’s a simple test to see how you’re doing: make a list of everything you’ve done in the last 12 months to raise money. Tag all fundraisers with X events and tag all fundraisers with mailings, calls Y. You must have more Y than X. If not, you will need another plan for the next 12 months.

Study the experience of other event funds and do not just copy, but try to find out more about how much time and human resources have been spent, how many private donors participated, how many corporate ones, what is the average donation. Your task is to understand the effectiveness of a particular type of event. Recently, fundraising has been used as a PR tool to show the success and effectiveness of the organization. But a closer examination shows that one or two large/corporate donors have made “volume”, and the amount is given without taking into account costs. Believe me, if you learn all the nuances, you definitely won’t want to run and do a concert.

 

Highlight your unit of service and use it to explain what you are doing

First, figure out what your charitable service unit is. It could be an hour of tutoring, or a hot meal, or an overnight stay at a shelter. To do this, divide last year’s total service units by the total expenses for the same year and see what you get.

Harness the power of social connections

Sit down with colleagues and write a list of people who can be potential donors, trustees, help with stars, public authorities. Do an audit of your contacts. This is always useful for experienced organizations too!

Use video

Video is by far the most popular means of communication, and it’s easy and affordable to use. If you have a smartphone, you can shoot videos. Nobody expects a video to be polished and of high quality, so grab your phone and make a really short video (one to two minutes) about your non-profit organization.Video can provide a virtual experience for your donors and potential clients to see for themselves how your nonprofit is making a difference.

Fit into existing processes

Embed in existing events and online projects. Take advantage of what’s already happening. There are many events in your community that you can take advantage of to represent your organization and raise funds. Why waste money, your human and time resources, when there are already events with their audience, interesting content.

For example, get involved in city events, events of partner companies.

Focus on fundraising for one program and monthly charges

So it is worth doing in the first years of the foundation. This is a great way to generate monthly income for your small non-profit organization. Keep in mind that the unit of service should be inexpensive, and the name of the program should be simple and understandable. Once you have everything ready, share it everywhere on different sites.