Manager's Guide to Effective Meetings
A very important skill for managers is the ability to run effective meetings. Meetings have an important purpose, such as solving problems, sharing information, educating or resolving conflict. Running effective meetings can instill confidence in your team with regard to your ability to lead. A meeting is an opportunity to boost your subordinates' morale, as opposed to a source of frustration. Overall, meetings can accomplish the goals and objectives of your organization.
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Meetings Have a Purpose
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Effective meetings have a clearly defined reason. You shouldn't meet just because you meet every month. Meetings should occur when decisions need to be made. Determine whether or not a need truly exists to meet and whether or not a meeting is the way to address that need; your employees will value your thoughtfulness. You cease to become effective if you continuously waste valuable work time for unnecessary meetings.
Agendas Give Direction
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If you determine that a meeting is essential, then create an outline for an agenda. This will bring focus and a clear path to the purpose and direction of the meeting. Share the agenda, ideally one week in advance, with the people who will attend the meeting. You will have better participation by distributing the agenda early and requesting feedback. An early agenda gives individuals time to prepare accordingly, allowing meeting participants to contribute effectively. Ensure that everyone understands and agrees with the agenda.
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Location Matters
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The location of your meeting helps to determine its effectiveness. Attendees need the appropriate accommodations in order to see, hear and participate effectively. Verify that the location has comfortable seating, table space, good lighting, privacy and audio and visual equipment if either is needed. Reserve the chosen space for enough time to accomplish your goals.
Focused Meetings are Timely
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Focus ensures that a meeting progresses smoothly. A chairperson is responsible for a smooth running and successful meeting. As chairman of the meeting, you lead participants through each agenda item while keeping track of time. Managers who are mindful of the time can keep meetings positive. Timeliness holds a positive impression.
Participation Makes the Meeting
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Participation makes a meeting effective. The right people must be involved in order to move successfully through the agenda. Participants who are empowered to make decisions also determine whether or not the objectives are met. As a manager, you're responsible for facilitating the agenda items and engaging discussion. Record minutes so that participants can refer to previous meeting discussions.
Action Items Need Follow-Up
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Before the meeting comes to an end, develop action items for the next meeting. These items are solutions to the problems or goals discussed during the meeting. Assign names and due dates for each task so that participants are accountable. Ensure that needed resources to accomplish tasks are discussed. All action items are agenda items for the next meeting. Follow-up and follow-through are critical to moving organizational agendas forward.
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