Be Prepared for Meetings.

A recent television commercial illustrated the ineptness of company meetings. "Who called this meeting?" a man asked as busy people filed into a conference room. His question was met with silence. "I'm outta here," he said with disgust.

Meetings seem to be a way of life these days. If only we didn't have to go to so many, we could get some real work done. It doesn't have to be that way. Meetings, if conducted properly, can be one of the most effective ways of disseminating information, formulating and solidifying plans, and providing direction. Like presenting a speech, conducting a productive meeting is a valuable skill in all professions.

Toastmasters International has prepared a guide for conducting productive meetings and steering away from common pitfalls. The Be Prepared for Meetings package includes a 24-minute video and a comprehensive 34-page study guide. The video presents information contained in the study guide and reinforces it by showing appropriate real-life scenarios. Whether the video supplements the study guide or vice versa depends on how one prefers to learn new material.

The core ideal of Be Prepared is that meetings, though essential, are expensive. They should, therefore, be organized and directed with the goal of being as productive and efficient as possible. While most people intuitively know this, what they don't know (or aren't experienced at) is how to transform that ideal into actual practice. This video and guide step the viewer through the process by prompting full preparation and effective meeting conduct.

Part of the meeting planner's preparation are tools (i.e., agendas and meeting planning forms) and questions such as whether a meeting is really necessary, who should attend, and what will be the best format: lecture, briefing, or discussion?

Once the reasons and methods for the meeting are clear, it is time to think about actually conducting it. The study guide presents a written outline of the three main principles: start fast, stay on track, and close decisively. The video reinforces the principles with multiple supporting correlatives. There is also advice the leader can reference to facilitate the meeting, such as prompting participation, learning listening skills, using visual aids, and being in control of the meeting's flow.

For a seemingly simple topic, Be Prepared for Meetings is remarkably comprehensive, yet usefully concise. It is not a complex analysis of business procedures; it is a how-to guide. The presentation achieves its purpose of moving through the process of conducting a successful meeting; a drawback, however, is that it leans toward the formal. In a majority of cases, formality is appropriate, but it would be helpful if there was a scenario that showed, for example, how to stay on track in a lunch meeting. While the principles of a lunch meeting are basically the same, some of the pitfalls to avoid are quite different.

The study guide is well organized, starting at the early planning stages and following a logical sequence. The video, though slightly less comprehensive, features professional actors and sets, and has appropriate sound quality. The study guide, a handy 8-1/2[inches] x 5-1/2[inches], is not designed to be put into a binder and could easily get lost on a bookshelf. The cost of the video, $120 ($96 for ARMA members), might seem high to some for a 24-minute videocassette, but keep in mind that if your organization is having trouble conducting useful meetings, the improvement in productivity and time management will be the payback.

TITLE: Be Prepared for Meetings

PRODUCTION COMPANY: Toastmasters International and Kantola Productions

RELEASE DATE: 1991

INCLUDES: 24-minute video and study-guide

PRICE: $96 members.$120 non-members

SOURCE: ARMA International Bookstore, http://www.arma.org or 888/298-9202

Whitney Miller, CA, is university records architivist, Michigan State University. She may be reached at [e-mail].