Eight ideas to keep meeting participants awake

Frequently people fall asleep or day-dream during meetings. The following eight ideas to keep them awake and alert are based on "The Complete Handbook of Business Meetings," the definitive new guide for meetings and rules of order, published by the American Management Association.

1. Give each participant a lead role on an agenda item. No one should sit back and observe for a full meeting. You need to convert passive observers into active and awake contributors.

2. Aid serving sleep-inducing meals before a meeting (creamy pastas, chocolate cheese cake). Replace them with light and healthy snacks. Alcoholic drinks should definitely be out.

3. Try "stand-up meetings" from time to time, with no tables, no chairs, and no sitting on the floor. Falling asleep will be risky. You will also be amazed at how much time will be saved.

4. Schedule short breaks frequently. There should be no more than 1.5 to 2 hours of continuous sitting. Remember: "The human mind will absorb only as much as the human seat will endure!"

Call on silent members to comment instead of waiting for them to raise their hands. "John, you have unique expertise in this area. Can you comment?' Daydreaming will be made awkward.

6. Diversify your discussion activities to move participants away from static positions. Example: Break a large group into sub-groups with each handling a key task and then reporting back.

7. Prevent rambling and monotonous statements by asking members to communicate concisely. "Our time is tight. Is it reasonable to ask you to limit your comments to about two minutes each?"

8. Ask speakers to make their presentations interactive and avoid protracted lectures. Ensure that they include interesting examples and case studies to keep everyone awake and interested.

"The Complete Handbook of Business Meetings" (ISBN# 0814405606) was recently published by the American Management Association. It can be ordered in Canada by calling McGraw-Hill at 800-565-5758 (Cdn$47.95). The book's author, Mr. Eli Mina, is a professional meeting chairman, Registered Parliamentarian, and a leading expert on meetings and rules of order. Eli has led several professional development programs for the Institute since 1988. He can be reached by e-mail at eli@elimina.com or by phone 604730-0377. His Web site is www.elimina.com.

Copyright Institute of Chartered Accountants of British Columbia Oct 2000
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