Steve Jobs introduced to us (the Corporate World), a term called DRI or Directly Responsible Individual- insisting that every item on the meeting agenda should be handled by one person, who is going to follow it up even later and only that person is responsible for it. He felt that this kind of arrangement ensures that the task is actually done in an organized pattern. Assigning one person to one job? Sounds easy! Yet so many leaders and managers often fail to fulfill to the goals discussed in the meeting. SO where did the heat go?
There are many reasons why productive meetings don’t often lead to productive results. Most times, attendees have to immediately run to another meeting, where the attention is diverted to another set of issues. Also, people sometime have no clarity about what was agreed upon. So a totally overwhelming and fun conference can drain if there is an absence of flexibility, organization and preparation. The 21st century conference attendee has a lot more technology, social media and content options that can be used to share and highlight experiences and takeaways.
So the two points that has to be kept in mind: make sure all attendees have jotted down the important points that were discussed in the meeting, all of them have been appointed to a specific task, and the lastly, a thorough follow-up on the commitments made in the meeting.
Even the best memory isn’t as efficient as a written note. If you don’t capture the conversation and put into a form that can be easily retrieved later, the thinking and the agreements can be lost. Not only can you use them for yourself, notes are a powerful way to inform and influence others. These points can be used to keep everyone on the same page and focused. Meeting notes are extremely beneficial if you are planning to call a few people for the meeting, because the brief summary of everything discussed during the engagement can be shared with the rest of the employees without missing any important point. Remember, the intent is not to recreate the meeting, but to capture only the essential everything that was said and discussed. These notes should state each topic you discussed, the key takeaways, and a list of specific actions that will be taken, by which people, and by when.
The real problem is the follow up commitment. If you really want some result, the key is to follow up. It is not wise to assume that all people are self-starters, ho only need a raw idea to pursue the best. People don’t always do what they say they will, because most times they are pulled in different directions. Without being accused of not trusting your employees, a consistent and careful follow up is necessary for all kinds of businesses. Don’t just give in blunt deadlines, allow negotiations with the deadlines. Make clear that you expect each commitment will be fulfilled as agreed upon, and if something comes up, you expect they’ll reach out to discuss the change.
Designing and leading meetings is also a very important step in managing the company. So make sure your meetings aren’t very long and the results are strong!