Meeting Management in PR

I found a great article in PRSA's Issues and Trends, so I thought I would share...

Jill Geisler wrote an article called "What Great Bosses Know About Managing Meetings." In it she first talks about the goals that we hope to accomplish by having meetings. We may seek to provide timely information, give direction, make group decisions, produce a product, generate ideas, or observe rituals. But Ms. Geisler also goes a step further, providing a checklist for how to manage our meetings. In her list, she asks many questions, including how important is this meeting to our organization? is there an agenda? is the right person leading the meeting? are the people contributing? what can we do to improve participation? how well do we stay on track? and most importantly, do we end with a clear message?

After reading this article, I began to think of what I could take away and use in my current job as well as during PRSSA meetings. Firstly, knowing how important the meeting is makes a huge difference in who shows up and contributes to conversations. For example, at our last PRSSA meeting, we had three people come to speak about internships, which are of extreme importance to those of us graduating in May. By letting people know that they would be receiving valuable information that could possibly land them with a future internship, we increased our attendance. Also, agendas and staying on track are really important, especially in large groups. At my job as phonathon manager, we have a 15 minute meeting after our break to discuss and work through any issues that we may have encountered. If we lose track, people tend to forget about the overall importance of the meaning and go off on random conversations (like last week, when one employee brought up the fact that Wendy's was out of frostys, and suddenly everyone in the office had a story to share about fast food places) Though the stories may have been entertaining, they ultimately had nothing to do with fundraising tactics, the overall goal of the meeting. The most important thing I took from Ms. Geisler's article was to end each meeting with a clear understanding of next steps, roles, responsibilities, and deadlines and to keep communication channels open between meetings. This is important in PRSSA meetings because since we only meet once a month, it is essential that everyone has a clear idea of the goals we need to accomplish before the next meeting. Also, the exec board especially, needs to stay in contact throughout the month to follow-up on progress and set the agenda for the next meeting.

I found this article to be very helpful in the management world, and also the PR world. Ms. Geisler's checklist was a simple list of questions that could help any professional get the most out of their next meeting. To listen to more of her management tips, lister to her podcast.