Did you know that business executives spend about half their
time sitting in meetings? In fact, 40 to 50 percent of their
working hours are consumed by meetings, according to a study
by the Annenberg School of Communications at UCLA and the
University of Minnesota's Training & Development Research
Center.
Meetings are inevitable - whether you’re a business executive
or member of a volunteer, social, or civic organization.
But meetings can be a very effective and efficient way to
communicate, if properly planned and conducted. To help you
pull off successful meetings, below are some key strategies
to follow. You may only need to address a few of them, if
you’re conducting an informal meeting. For a meeting with
major consequences, you should give all or most of these
areas careful consideration.
Prior to the Meeting
First, you’ll need to define the purpose of the meeting and
develop an agenda with the cooperation of the key participants.
Then distribute the agenda and circulate background material,
lengthy documents or articles ahead of time. This will make
participants feel prepared, involved and up-to-date, so they
can be ready to make valuable contributions to the meeting.
Next, choose an appropriate time for everyone to assemble. It’s
also important to set a time limit and stick to it, as much as
possible. Participants have other commitments and will be more
likely to attend meetings if you make them as productive,
predictable and short as possible.
If possible, set up the room so attendees can face each other
in a circle, semi-circle - or U-shaped rows for large groups.
The location you choose should comfortably suit your group's
size. Rooms that are too small can get stuffy and create
tension; a larger room is more comfortable and encourages
individual expression.
During the Meeting
Greet attendees and make them feel welcome, even latecomers
when appropriate. If possible, serve light refreshments to
help break the ice and make everyone feel comfortable.
Begin the meeting on time, so you can end on time. Start by
reviewing the agenda and setting priorities for the meeting.
Stick closely to the agenda, but also encourage group discussion
to collect all points of view. Keep the conversation focused on
the topic, and don’t hesitate to ask for only constructive and
original comments.
Tactfully end discussions when they’re going nowhere or become
too touchy. As a leader, set a good example by listening
attentively and showing appreciation for participants’ input.
Keep minutes of the meeting for future reference in case a
question or problem arises. Summarize any agreements reached
and end the meeting on a positive note. For example, have
participants volunteer to share their views on what good ideas
or positive developments they feel resulted from the meeting.
And before everyone leaves, don’t forget to set a date, time
and place for the next meeting.
After the Meeting
Be sure to transcribe and distribute minutes of the meeting
within three or four days. This will help reinforce the
importance of the meeting and give participants a clear and
accurate record of what took place. Follow up on any delegation
decisions and ensure that all participants understand and carry
out their responsibilities. Give recognition and appreciation to
excellent and timely progress. And put any unfinished business
on the agenda for the next meeting.
You should also periodically evaluate meetings and work on
any areas that need improving. Remember, meetings that are
effectively planned - from start to finish - can leave
participants with a sense of accomplishment and enhance your
organization’s overall success.
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