Making Meetings Work - Being SMART About It
I have sat in many meetings where the inputs are haphazard and the meeting actions are unclear and vague.
This means wasted time and often misunderstandings when by the application of a simple process the whole event could be well defined and functional.
I insist that all goals and actions in meetings need to be SMART.
It is a very simple acronym to remember yet very powerful when implemented.
Specific - Clearly define the action so there is no confusion.
The action of 'tidy the warehouse' may mean different things to different people.
If the goal was to remove all the obsolete stock from the warehouse by means of a boot sale then you need to be clear on that.
Measurable - Only what can be measured can be monitored.
Where are you now? Where do you want to be? Often these points are not financial, and may need to be measured in different ways.
One measurement of a project was 'we want a better place to work in'.
This got brainstormed down to a more tangible staff questionnaire before during and after the project so that hard data could be used rather than a 'gut feel'.
Achievable - Is the goal achievable? Often people leave meetings thinking 'we can never do that'.
Make sure this objection is overcome openly before anyone leaves.
Realistic - After achievable, this is the next most important.
Can people really believe that the goal is realistic in their current environment? Note the difference between achievable and realistic.
Putting a man on the moon is achievable, but going there yourself by building your own rocket is not realistic.
Timely - If you don't set a due date things will never get done.
Always have a timescale for activities and make sure that everyone agrees to it.
Once you have agreement there is less opportunity for people let other things come in the way of completing their goal or task.
Regular following up on projects against a timesheet or project plan allows everyone to see progress being made If you use the SMART process for any goals or actions then it may well highlight areas that need further clarity.
This is to be desired as it indicates that the original definition was unclear.
The SMART process works for both the Achievement goals - the main outcome desired, as well as for Progress goals - how to get to the ultimate achievement goal.
Progress goals often have a higher level of timeliness detail and it is often this that is used in pulling together a project plan So now before I end any meeting I always run the SMART process over the meeting actions.
If anything cannot be clearly defined within the SMART template then I make sure it is clarified before we finish.
This has saved me many hours of wasted time and meetings and made sure that everyone is fully 'bought in' to any goals or tasks.
See what it could do for you.
This means wasted time and often misunderstandings when by the application of a simple process the whole event could be well defined and functional.
I insist that all goals and actions in meetings need to be SMART.
It is a very simple acronym to remember yet very powerful when implemented.
Specific - Clearly define the action so there is no confusion.
The action of 'tidy the warehouse' may mean different things to different people.
If the goal was to remove all the obsolete stock from the warehouse by means of a boot sale then you need to be clear on that.
Measurable - Only what can be measured can be monitored.
Where are you now? Where do you want to be? Often these points are not financial, and may need to be measured in different ways.
One measurement of a project was 'we want a better place to work in'.
This got brainstormed down to a more tangible staff questionnaire before during and after the project so that hard data could be used rather than a 'gut feel'.
Achievable - Is the goal achievable? Often people leave meetings thinking 'we can never do that'.
Make sure this objection is overcome openly before anyone leaves.
Realistic - After achievable, this is the next most important.
Can people really believe that the goal is realistic in their current environment? Note the difference between achievable and realistic.
Putting a man on the moon is achievable, but going there yourself by building your own rocket is not realistic.
Timely - If you don't set a due date things will never get done.
Always have a timescale for activities and make sure that everyone agrees to it.
Once you have agreement there is less opportunity for people let other things come in the way of completing their goal or task.
Regular following up on projects against a timesheet or project plan allows everyone to see progress being made If you use the SMART process for any goals or actions then it may well highlight areas that need further clarity.
This is to be desired as it indicates that the original definition was unclear.
The SMART process works for both the Achievement goals - the main outcome desired, as well as for Progress goals - how to get to the ultimate achievement goal.
Progress goals often have a higher level of timeliness detail and it is often this that is used in pulling together a project plan So now before I end any meeting I always run the SMART process over the meeting actions.
If anything cannot be clearly defined within the SMART template then I make sure it is clarified before we finish.
This has saved me many hours of wasted time and meetings and made sure that everyone is fully 'bought in' to any goals or tasks.
See what it could do for you.
