Stop on Time

Consult any source on how to run a good meeting, and this rule will always be included: Start on Time! But many sources overlook a less common, but far more powerful rule: End on Time!

Here's how you do it: At the beginning of the meeting, announced to everyone that the meeting will end by a certain time. Let everyone know the end time will not be flexible, so everyone needs to focus. (Say this in whatever way you believe will best convey the message in a sincere way).

During the meeting, whenever things seem to be off track, or topics drag on, and it appears you are headed once again for a meeting that will run late, remind everyone of the meeting's inflexible end time. Do that as often as you believe necessary.

As you get to within about 10 minutes of the meeting end time, remind everyone of the fixed end time. If you have to, remind again with five minutes to go. When the meeting end time comes, stand up, thank everyone and leave.

It's hard to tell you exactly what will happen next ( as I don't know how the people in your group react when they encounter something that's never happened to them before). In my experience, you might find that people will argue that the meeting isn't finished. Or people may argue that they weren't finished yet. Or the agenda wasn't completed. Or they still had things to talk about. People may complain that no one has ever done that before. Some people may be stunned. Others may label you as being arbitrary or dictatorial. Others may not know what to do with themselves.

Here's the key: even though you are putting an arbitrary stop to the meeting right now, you can always reconvene the meeting later on today or tomorrow if necessary. But by stopping now you will send a clear message about meeting stop times. And when the meeting resumes next time, continue to follow the outline described above.

It won't be very long before people know that your meetings will end on time. And you'll be amazed at how self-policing your meetings become. People will stick to the agenda. People will speak up when others waste time, or get off subject, or let things drag on. You'll find that those people who have urgent things to talk about at the meeting will be most vocal in helping you police your meeting.

About me: Dan Pelley teaches Meeting facilitation skills as part of his "Participative Management (Building High Performance Teams)" program, one of five programs leading to a Certificate in Supervisory Management. 137 companies in Connecticut, Rhode Island, Massachusetts and New York have one or more people who earned this certificate.

Copyright © 2009 Daniel W. Pelley
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