7 Steps on How to Run an Effective Meeting
September 27, 2019
Meetings are beneficial to a company’s success. However, a lot of individuals feel like it’s a waste of their time.
There are some who don’t attend meetings because they came in late or because they don’t know or like the person who will preside it. And because email has been a very effective means of communicating, employees are now thinking if the information can just be passed through the email instead of meeting up close and personal. Regardless, meetings are still a powerful form of interaction between colleagues and business owners or managers.
In this article, we will discuss on how to run an effective meeting that will ensure to serve the interests of your attendees and make use of their time effectively.
1. Create an Agenda in Advance
Rule of thumb: Never waste other people’s time.
To do this, plan in advance. Create a list of topics that you would like to discuss in the meeting. The list you have created can now be given to the attendees. Make sure to give it one day in advance or earlier if desired. More effectively, provide a background information of each topics.
2. Review the Meetings Participants
Making sure that everyone can take advantage of the meeting’s agenda is a must that is why you need to take a second look at your list and cross out those who need not attend the scheduled meeting. Remember the golden rule!
3. Start and End as Scheduled
Be professional. If you have indicated the time in the meeting’s agenda, you have to follow it strictly. Always start and end as scheduled. Your participants may have other important things to do or somewhere they need to be. You’re not the only one who has prior commitments, remember that.
4. Manage Off Topic Discussions
A lot of questions may be raised during the meeting. In order to keep track of your schedule, make sure to clear with everyone to save their questions at the end of the agendas and to ask them to focus on the agenda first. With off topic questions, write them down and come back to them at another time or send your participants a follow through via email.
5. Write Notes for Yourself
Writing a note during the meeting ensures that you deal with all the concerns that are directed to you. Let your participants know too so that they can do the same. Assign a person to take minutes of the meeting and share in with your participants at the end so that they could catch up easily and go back to other points tackled.
6. Make Time for Questions
Allot a spare time for answering questions. Doing this can let your participants raise up their concerns and for their concerns to be properly addressed.
7. Concluding the Meeting
Lastly, save some time to conclude the meeting. Remind the participants again why the meeting was held. Provide a short summary of each agenda, the goals as well as the important points.
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