Key Methods Of Running Effective Business Meetings
Most of us grumble about meetings which are a complete waste of our time and the truth of the matter is that so many are exactly those
. We have also witnessed the "corridor" meeting that takes place later on where it appears the real decisions are taken, or even the agreed decisions are overturned.
You will get your opportunity at some point in your job to manage your own meeting - is yours going to go much the same way? Or are you going to ensure that it's effective and does the task it is supposed to?
Properly conducted meetings help with team development and high morale; poorly run meetings are at best a waste of everyone's time and at worst potentially damaging to relationships and also the business as a whole.
Here's ways you can get it right:
All effective meetings rely on numerous interdependent elements and when you approach each one methodically you'll find that your meetings are the ones that result in action. And also you get the credit.
Planning
What is the meeting meant to accomplish?
What will the meeting actually achieve?
What happens if you do not hold the meeting
Who needs to attend and why?
Is there a more effective way of communicating?
Preparation
Prepare and circulate an agenda in advance;
Invite agenda items ahead of the meeting;
Arrange agenda logically;
Consider the key - v - the urgent issue;
Arrange the timings and set limits;
Clarify objectives for every item.
Information
Tell those involved what's expected of them;
Tell everyone time, date location etc;
Circulate any required pre-reading or information.
Structure and Control
Discuss each item in turn;
Seek contributions but keep people to the point;
Avoid going over old ground;
Be aware of the needs of the group;
Prevent splinter discussion groups;
Summarise frequently to bring back to the purpose;
Commend contributions;
Confirm any conclusions;
Stress actions and who takes it.
Records & Action
Record discussions, actions and responsibilities;
Produce clear simple minutes immediately.
There are a several points to learn about the effective handling of meetings:
Invite the right people;
Set an agenda that's do-able;
Control timings and people;
Encourage members to listen to one another;
Note actions;
Review and record
So if you want to avoid the "let's all turn up and see what happens" approach it simply means you need to take time to think through what you want and should achieve, and then get on with it. People will appreciate not wasting their, or your, time.