Many people believe that there are no skills needed to run a business meeting. However, this is simply not the case. In order to run a successful and productive business meeting, there are many steps you need to take, which include organizational skills and learning how to direct a group of people through a list of chosen tasks. Planning ahead, creating an agenda, being prepared, and making sure to stay on track are important components to ensuring each meeting only lasts as long as it needs to.
How to Run a Business Meeting
Set a goal for the meeting. Make sure that every meeting planned has clear, set goals. This can be accomplished by sitting down before the meeting and creating a list of what needs to be discussed. Make sure these goals are specific and can be accomplished within the meeting time alloted. If they cannot, separate meetings may be needed. Divide the goals as necessary.
Create a meeting agenda. Outline a clear and concise agenda of the meeting. This should include opening remarks and announcements that the entire group needs to know, along with recent developments that will affect the project at hand. Next, create a summary of each topic that needs to be discussed. Break down the meeting goals into clear steps that can be listed on the agenda.
Ask for group input. During the meeting ask for input from the group. Making sure that everyone participates is crucial part to running a successful business meeting. Each person should be made comfortable enough to give their ideas and suggest ways to meet the meeting goals.
Stay on track. This is crucial to making sure a meeting stays productive and runs efficiently. If group members begin to go off-topic, interrupt and remind them of the agenda and task at hand. If it is decided that another meeting is needed about a topic that has come up, make a note to schedule it, and then carry on with task of accomplishing the meeting goals.
Decide what's next. At the end of every business meeting, create clear objectives for each person. Assign tasks and deadlines according to what has been decided. For example, if a quote for a new commercial is needed, tell Susan she must have a list of bids from potential contractors in 2 weeks. If another meeting is needed, decide when it will take place (next week, next month, etc.) and what needs to be done before then.