How to Hold Effective Meetings
Oliver Wendell Holmes once said, "I hate being placed on committees. They are always having meetings at which half are absent and the rest late." In his moment of frustration, Holmes reveals the chaotic nature that often accompanies meetings. This chaos still exists in today's meetings--whether at work, at home or at play. With some careful planning, however, full attendance and participation can emerge. Holding an effective and successful meeting invigorates and unites colleagues, families and friends. A meeting's important decisions can turn into important, meaningful actions.
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Instructions
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Decide what you want to discuss, whom you want to invite and what goals you hope to achieve at your meeting. Make sure that you invite key members who will help make decisions and take on any necessary responsibilities following your meeting.
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Prepare an agenda that includes key discussion points and any items that attendees should bring to the meeting. Attach the agenda in the meeting invitation and also include start and end times and the location. Include a phone dial-in number if you plan a conference call; include a website address if you plan a webinar.
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Prepare your presentation slides and handouts, if necessary. Make enough copies of the handouts for all attendees.
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Arrive at your meeting early to test and to set up technology, such as a phone or a projector. Having everything ready prior to the meeting ensures that you can start on time.
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Begin your meeting promptly on the agreed-upon day and time. Designate someone to take notes. Having thorough notes, or minutes, helps everyone remember what they discussed during the meeting. Minutes are especially beneficial during long-term projects because they create a time line of recurring meetings that team members can research for past discussions if necessary.
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Follow your agenda from start to finish and keep the discussions on track. Make sure everyone stays involved throughout the meeting.
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Designate and assign any tasks that attendees need to complete once you adjourn the meeting. Discuss any future meetings you may need to hold.
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Distribute the notes and prepare for your next meeting, if necessary.
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Tips & Warnings
Always come fully prepared to your meeting. Arriving prepared and promptly sets a good example to your colleagues, family and friends.
Start your meeting with an icebreaker, a round of introductions or a joke. Setting everyone at ease can help the meeting run more smoothly.
Avoid inviting individuals who do not play an active role in your objectives or decision-making process.
References
- Photo Credit business colleagues preparing for business meeting image by Vladimir Melnik from Fotolia.com
