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Peter F. Drucker (born November 19, 1909, Vienna, Austria—died November 11, 2005, Claremont, California, U.S.) was an Austrian-born American management consultant, educator, and author, whose writings contributed to the philosophical and practical foundations of the modern business corporation.
Shortly before he died in 2005, Peter Drucker was celebrated by BusinessWeek magazine as “the man who invented management.” When most people hear that name, they think of corporate management.
In The Effective Executive, Drucker writes that managers have a primary duty to define goals and plans to follow and are responsible for communicating all the information the team needs to accomplish them.
That means most managers spend more than half a day in meetings. So it’s essential to make meetings productive.
Making a meeting productive takes a good deal of self-discipline. It is necessary for the manager to determine what kind of meeting should be held and to stick to it.
The meeting should start with the purpose presentation, and it should be closed as soon as its objective has been achieved. A good manager shouldn't bring up a new topic for discussion. He sums up and updates the meeting.
A good follow-up memo is essential too.
After any meeting, the manager should send a meeting note. In this note, he has to summarize the discussion and its conclusions and spell out any work assignment decided upon in the meeting. He specifies the deadline and the team member accountable for the assignment and sends a copy of the memo to everyone at the meeting.
Confluence provides you with an infinite number of different templates. Choose the template that best suits the type of meeting you want to hold or modify an existing template.
I love the template “Meeting Note” with some adjustments. My team and I decided to remove the column “Time” from the table and add two new columns: Customer (because we work for different customers) and Task/Decisions. We saved it as a new template in our team space for future reference.
Before the meeting, fill out the minute note with goals and agenda. Remember to clarify the purpose also to your team when sending the meeting invitation.
Add all participants in your memo. This way, they will receive a notification, and you don’t need to send an email to all.
Fill in the template summarizing the discussion, the decisions made, and the tasks assigned.
Recap all the tasks - remember to define a task owner and a due date. Confluence recognizes the first name you write as the owner and the date as the due date.
Write down all decisions made during the meeting.
I find it really useful to create a summary page using three macros.
Now the best. At the next checkpoint, you can review previously assigned tasks and decisions made. Review completed activities and discuss ongoing ones. Write a new follow-up reminder with further actions and decisions, and don't miss a thing!
If you have Jira Work Management, you can link Confluence activities to JSM activities and take advantage of a thousand other features!
Finally was able to consume this article. Great use case illustration for productive meetings.