subject: How To Run A Productive Meeting [print this page] Though meetings are essential in most businesses, as ways of brainstorming ideas or developing strategies, there is no point holding a meeting unless it is well thought out and productive. There are many different factors which can influence a meeting's productivity, not least of all the kind of company that you work in, but all meetings should follow a plan and consider a few other essentials.
First of all, how necessary is the meeting? We've all worked in companies where one or two people seem to book a meeting to discuss every little point and, often, the only things that get discussed are the things on their to-do list. Avoid people who just like the sound of their own voice and instead discuss whether or not a meeting could be dealt with by a simple phone call or email. If the meeting is absolutely necessary then it's important that the right people are invited. One way to judge a meeting's necessity is to look at the agenda. If everyone in the room needs to discuss every point on the agenda, then the meeting is vital; otherwise at least some of the attendees will be wasting their time.
A factor which is often overlooked is the meeting location. Don't just make sure that everyone knows where the meeting is but actually pick the best room for the job. Everybody should be able to sit comfortably for the whole duration, with good ambient lighting and adequate ventilation, as there's nothing worse than a stuffy meeting room. Make sure that the room has all the equipment needed for the meeting and that the scheduled time is long enough. Then of course, make sure everyone has an agenda and any supplementary minutes from previous meetings.
If you are chair, then set the mood in the opening introduction, as this will determine the pace of the whole meeting. Clarify the agenda and make sure everyone in the room is engaged and fully aware of why they have taken this time out of their day to attend. A good meeting allows creativity and interaction though, so if you find that an allotted agenda point is taking up more time than expected, then that could well be a good thing; as it shows that the point had perhaps been underestimated previously.
Stay alert to not just the points being made but also the contributors. All too often it's the same people talking so, if you are in charge, think of ways to draw the quieter team members out of their shells for the benefit of themselves and group. If the meeting is due to last any more than a couple of hours, make sure a break is scheduled. Of course, all meeting venues are different, but try and make sure that refreshments are on hand for this.
Even though productive meetings should always be action-focussed, so that everyone leaves with clear objectives in their heads, make some time during a meeting for a little bit of chat. This doesn't sound productive, but by starting a meeting with a general catch-up, colleagues will be put far more at ease to focus on the task at hand.
To close a meeting, every point should have been addressed (as no one wants to have to come back for another meeting just to discuss a few points) and the chair should summarise the action points and agree to distribute the minutes that day.
