A business meeting is a very important tool but too many times they aren’t organized well and cause dull, frustrating experiences. That’s why so many people complain when they have to attend one, but it does not have to be that way. A good meeting can be very productive but does require skill and direction. Meetings can run on and be taken over by the same people who talk endlessly but never seem to achieve anything solid.
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Don’t let your next meeting become the stuff of nightmares and follow a few basic tips.
Obtain a written agenda ahead of the meeting and bullet point topics to be discussed. Give participants plenty of time to read the material that may go with the agenda and this way people may be more concise with effective conversation taking place, allowing you to get straight to the point.
Ensure that key decision makers at the meeting.
The meeting cannot achieve anything if an executive is missing and these are the only people in your organization who can move things forward.
Start the meeting bang on time and finish a few minutes early as this will get you a reputation for being super-efficient and organized.
Stick to the agenda topics to stay focused and productive.
If anyone brings up another topic, explain that you are going to park the idea and include it in comments for further discussion in the records for this meeting.
Remember to take notes during the meeting.
Many people forget to do this but it’s a great way to stay on top of questions or tasks that come your way.
Follow up meetings and even better if you send an email or make a phone call on the same day. This is a good way to make a positive impression and show that you are on top of things and that the meeting was clearly important to you.
Great team meetings develop strong relationships and offer a place for team members to support each other and share ideas. More than half of all communications occur by reading body language and so the only way you can really get a sense of what is going on with your team is by investing in face-to-face time. Meetings give leaders the opportunity to exert leadership but can only be truly effective if the person is fully engaged with their team.