Cut meeting time in half with an agenda and targeted reports.
COST: If the meeting is reduced to half an hour instead of a full hour, then the cost of the meeting goes down, although travel cost will remain the same. Now t
he total meeting would cost $350 plus mileage reimbursement. However, the meeting might not accomplish as much unless some changes are made to the way the meeting is run.
BENEFIT: While it is true that less time means reduced cost,
it does not mean the meeting is any more effective. If the meeting is to continue to be for information sharing only, make sure the meeting is efficient. To increase efficien
cy, use an agenda to establish timelines and keep things on track so meeting ends on time. Then the attendees can get back to working with customers or giving more effort to their business and job responsibilities.
IMPROVEMENT: To make the meeting more effective, create an agenda for each meeting that shows how much individual time each project manager has and what part of the meeting will be for group discussion or problem solving activity. Be sure the agenda has start and stop clock times on it so time is easier to track during the meetings. During the individual time, have sub-agendas which include the order their progress reports must follow in order to make the best use of everyone’s times.
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