HOW TO RUN AN EFFECTIVE MEETING?
The needy greedy of meeting’s
Preparing a meeting and setting the agenda
First of all, it is crucial to define the different topics that will be discussed at the meeting. After all, that is why you have organized this meeting! The purpose here is to make sure that all participants know what to expect and to make it easier for everyone to prepare. It’s about determining in advance the purpose of the meeting for better preparation but also to validate the need for the meeting.
The time of the meeting is fixed, so don’t be late
As we all know, with the emails, calls and messages received on the phone, there are many distractions when we wait until everyone is ready to start the meeting. When you arrive late, you reduce the time allocated for the meeting. In many cases, meetings are scheduled for 30 minutes. In reality, they are shortened to 20 minutes because the time is up. A study shows that in companies with more than 250 employees, 40% of meetings start late. This leads to general frustration, reduced team collaboration due to a lack of generated ideas and low morale. Get into the habit of starting on time, even if not all participants are present.
Involve each participant in the meeting
An individual’s attention span is 10 minutes. Capturing the conversation and neglecting participants will not produce good results. Make sure that everyone participates and brings value on the table.
Assigning roles before the meeting
Depending on the number of participants, determining the roles of each one brings greater fluidity and therefore more productivity. For example, there may be a facilitator and a note taker. This way, everyone knows what to do and no frustration will be generated.
Ask participants to write down their questions during the meeting
It is possible that not all the issues discussed at a meeting will be clear to everyone. Instead of interrupting the discussion at each question, allow time at the end of the meeting to address each question as a group. This will help all participants to clarify unclear points and will do the greatest service to the most introverted individuals.
Leave the meeting with clear objectives
In some cases, you come out of meetings exhausted, in others, you are inspired and more motivated than ever! Good planning and setting clear objectives during the meeting allows teams to leave a meeting with peace of mind, knowing what are the next steps and what are everyone’s tasks.
Make sure that each participant has access to the meeting notes and knows exactly what actions he or she needs to take with their deadline. Whenever possible, you can share these notes (link to the minutes) with individuals who were not present but are participating in the project. The goal here is to ensure that everyone has the same level of information. Assign action items to participants with realistic delivery dates. This will allow you to monitor the progress of the project and to intervene in case of blockages.
Setting up effective meetings can seem complicated, especially if your goal is simply to share information. Keep in mind that a successful meeting uses the skills and thinking of the participants, and is not intended to consume their valuable time.
Setting clear objectives, assigning specific tasks and clarifying grey areas allows you to conduct effective meetings that stimulate teams and avoid frustration.
And you are done!
The good news is getapy as streamlined and automated most of the above and updates all the tools you use!