Meeting Points
5 Points to Help set up Effective Meetings
Are your meetings unproductive?
In many organisations meetings are seen as wasting time. Managers and Employees come together and bring their egos rather than productive material to be discussed and decided upon
Worse, meetings are not a regular occurrence and information is not fully passed through the appropriate channels to reach the right people who need to take action. This has further impact on the ego as misunderstandings and miscommunication comes about
Let’s have a look at the points to consider to create effective meetings in your organisation
1. Set regular meeting dates
Holding regular meeting is valuable in every business and organisation. It is a very effective way to pass on important and relevant information to the appropriate people in a direct way. Setting your meeting dates at the start of the year or each quarter is a great idea and keeps consistency. Everyone knows the dates and can be prepared for it as well as being able to contribute by collecting and collating important material
2. Have a clear purpose for each meeting
Going into the meeting as the leader almost ‘demands’ for you to have a clear purpose. A purpose for the meeting and a purpose of what outcome you are seeking. As manger or staff member also consider the meeting purpose as set by the leader and clarify your own purpose of contribution. That way you will be and feel you are heard. Further, going into a meeting with purpose allows for also being time conscious
3. Prepare a meeting agenda
Preparing your meeting by creating an agenda will assure no time is wasted as you can keep pointing back to the agenda. It is also very powerful for all participants to contribute as they know beforehand what to prepare for and what material (s) to bring. Being able to prepare for a meeting allows the participants to feel part of the organisation and being heard. They can actively be part of it
4. Encourage participation
When you are the leader of the meeting encourage active participation. People switch off quickly if only one person does all the talking, and that might not even be becasue of the person’s voice or material but the style. Considering the various personalities, each of us has a different listening style and if we each get the opportunity to speak it makes the meeting more meaningful and memorable
5. Keep records
It is highly beneficial to keep records at the meeting. When you have a clear purpose and agenda, recording the main points and later distributing them amongst the participants helps all to see the importance and their contribution as effective. Consider giving the responsibility or recording important points to one of the participants. The most effective way is to explain why keeping records is valuable and how it keeps everyone’s input for further discussions open
Would you like more details on holding meetings how and why? Click Here and check what the book offers or Contact Us Here and order our Meetings Report, a short e-Report easily send to you via email, it’s FREE
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