How often do you have meetings at work? Whether you like it or not, meetings are essential to most workplaces. For some, they are seen as worthwhile, while others can’t see their benefit. By planning effectively, you can ensure they are a positive tool rather than a waste of time.
So, what makes for a successful meeting? How do you ensure your meetings are as effective as possible?
Indeed and Hello Leaders provide tips for running a successful meeting.
Make sure the meeting is necessary
Before scheduling a meeting, consider whether it is necessary. Could you communicate your message via another format or at a future meeting?
A meeting is necessary if you need to make crucial decisions, share advice and ideas between different departments of the company and organisation, or share new information with a large group. If none of these factors apply, you should consider whether a meeting is required.
Don’t invite more people than needed
If you decide to schedule a meeting, try not to invite more people than necessary. By minimising attendance, you will ensure that the meeting remains focused and everyone has input.
Send an agenda
Send out an agenda outlining the structure of the meeting beforehand. This should include who is expected to attend the meeting, who is presenting and what topics will be discussed. It should also include the aim of the meeting and timeframes for each item of discussion. Try to stick to the issues outlined in the agenda and don’t get sidetracked by other discussions. If somebody raises an important topic not on the agenda, note it down for a future meeting. Producing an agenda will help attendees understand what is expected of them and help ensure the meeting remains focused.
Start on time
Ensure the meeting starts on time. Set reasonable time limits for topics so the meeting doesn’t run overly long and attendees remain focused.
Ensure the meeting has a clear purpose
The meeting’s goal should be clear. Before the meeting starts, let everyone know why it is taking place and tell your participants how it will benefit them individually.
Set expectations
Let participants know the rules of the meeting. For example, reinforce that interruptions should be kept to a minimum.
Get creative
Have you thought about hosting a meeting at a local coffee shop? You could also begin meetings with a team-building exercise.
Be direct
Messages should be communicated clearly and transparently. If somebody requires honest feedback, give it to them.
Be inspiring
Meetings should encourage people to think in new ways.
Come up with clear objectives and action items
After a meeting, everyone should know what happens next. It’s a good idea to provide a summary at the end of each meeting. Create a list of actions that should be taken after the meeting and indicate who is responsible for each one.
Take notes and share minutes
By taking notes and sharing minutes, you will ensure there are no misunderstandings after the meeting.
How to tell if a meeting was effective
Did most people show up to the meeting and were they on time? Did everybody present have an equal opportunity to have their say? Did the meeting run to the scheduled time? Were a significant number of items actioned? Were the decisions made of value? If you answered yes to these questions, it’s a positive sign that your meeting was successful. Positive feedback is also a good way to tell that a meeting was effective.
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