[Just want the tips? Scroll down to the bottom of the post.]

I had the role of General Evaluator (evaluates the meeting on the whole) at our Toastmasters meeting this morning. Yesterday I was thinking about the criteria for a well run meeting.

#1 Starts on Time.

One of the things I love about Toastmasters is that we start on time. Uhhh, except for the Division Contest on Saturday which started 30 minutes late (ouch!) And of which I was co-chair (super ouch!)

For me, being on time is an issue of respect. I’ve read about people who refuse to do business with someone who can’t show up on time!

While the trigger for this thought process was our Toastmasters contest on Saturday night, it is relevant for any meeting, event, or situation in which more than one person is involved (hmmm, that pretty much covers most of what we do!)

In any meeting or event, each person plays a role that contributes to the success of the experience. In the contest, whether speaker, Toastmaster, Sergeant at Arms, or audience support, each role is important.

Of course, there are also a few parameters which set the stage for the event to happen. Namely, parameters such as when and where. We agree upon these factors ahead of time–it’s not some secret we need to figure out.

If I cause a meeting to be late because I’m not prepared–perhaps I didn’t leave the house early enough–it’s as if I’m saying that my experience is more important than everyone else’s. This is why I feel it is an issue of respect.

Of course, sometimes it’s more complicated, for example, your spouse is late coming home and you have a sick toddler who cannot be left alone.

So what do do? This is when we get resourceful. This is when we ask for help. This is when we kick into a super-communicative mode. I change the pronoun here to we intentionally, because this is when we, as a team, show our solidarity and help the contest (event, meeting, whatever) stay on track–despite the mishaps.

Being on time tips (especially for those running the meeting)

• Finish preparations a couple of hours before you are supposed to leave.
• Plan on arriving earlier than necessary. This accommodates for unexpected situations. The farther you need to drive, the more cushion time to allow.
• Cell phones, while not appropriate during an event, are a huge help in problem solving before an event. Make sure other key people have your phone number and that you have theirs.
• Take the relevant phone list for the event if all numbers you might need aren’t already in your address book.
• If your being on time is dependent on coordination with another person, have at least one idea for a backup plan should that person be delayed.