Having meetings in the workplace is absolutely necessary, otherwise employers and employees are working in silos, which isn’t beneficial for the business’ greater good. Effective meetings have high participation, constructive collaboration and meaningful conversations. This article will discuss 5 important points to keep in mind when planning your next meeting.
How many meetings have you gone to where time was wasted on irrelevant topics? Meetings should be designed to have structure, and these 5 points will help you get started.
- Your purpose
Defining a purpose for your meeting doesn’t only give it structure, but also ensures that all participants take away valuable information. Ask yourself what your goals and objectives are, so you can define your deliverables. This process makes it easier to start designing your agenda, which is the next step to your planning.
- Create an agenda
Once you’ve defined your goals and objectives for the meeting, you can create an agenda which will order your topics of discussion. Decide on a goal for each conversation and think of creative ways to keep participants engaged. Remember, a bland PowerPoint presentation with 50 slides isn’t best practice for this.
- Selecting your participants
There’s nothing worse than being invited to a meeting you have no context of. This is why a lot of thought should be put into your invitation list. Select participants whose knowledge, input and support is necessary to reach the goals of your meeting.
- The big introduction
How you open your meeting dictates how the rest of it will go. You want to motivate and inspire participants to envision your goals and objectives. It’s also important to allow participants to formally introduce themselves. This allows familiarisation, builds trust and helps garner the expertise of everyone in the room.
- Set your ground rules
An unproductive meeting is the result of minimal to no ground rules being set. As humans, it’s natural that we derail from the topic at hand to other conversations. This is where your ground rules will come into effect. If everyone knows that one topic will be covered at a time, the chances of wasting time and derailing are minimized.
Next time you’re planning a meeting, take the above 5 points into consideration. You’ll notice how much time it will save, and reap the rewards of the accomplished goals. If you want to truly excel and go above and beyond, take a few minutes after your meeting to do a quick evaluation. Planning future meetings based on your participants’ feedback is a surefire way to plan effective meetings.
The Productive Meeting Procedures and Processes programme at C&L Skills Management will help you start planning meetings which are productive and beneficial not only for the participants, but the business at large as well.
To find out more about our Productive Meeting Procedures and Processes course, contact us at firstname.lastname@example.org.