Conducting meetings is a regular way of communicating what needs to be done around the office, but if nothing gets accomplished it can be discouraging. When organised properly, however, business meetings can be effective and efficient.
Plan ahead:
Meetings need purpose. If they are not planned well then topics needed to be addressed may get missed. Before starting ask questions like, ‘is this meeting necessary?’, ‘What is the purpose of the meeting?’, or, ‘who needs to attend?’ This can give you a solid direction for the meeting. Topics that need discussing could be listed on the agenda. Try itemising each issue to give everyone a firm guideline of what is expected to be discussed.
Timing is everything:
Starting a meeting on time reinforces the idea that others will fall behind if they are late. Punctuality can help to ensure that adequate time is spent discussing each item properly. Timing also applies to the practicality of the items you wish to discuss. Having specific deadlines for your objectives to get accomplished can assist in keeping everyone on the same page.
Encourage participation:
Do not let a meeting be dominated by only a few people. Instead, create a friendly atmosphere where everyone feels comfortable, this can help others to speak up and express their opinions. Exploring the views of other people can give you valuable insights into who can handle certain responsibilities or whose ideas are worth implementing.
