how to conduct effective meeting

HOW TO CONDUCT EFFCETIVE MEETING

MEETING

Every business, weather it has 2 employees or 2000, has meeting as regular part of getting things done.

Meeting is not only one of the most important way for employees to communicate within organisation, but they are also the way that teams get their work done.

Team meetings give members the opportunity to come together to determine the teams goal.

WAYS TO MAKE THE EFFECTIVE BUSINESS MEETING

BE PREPAREDMeeting are work, so, just as in any work activity, the better prepare you are for them, the better the results you can prepare

START ON TIME AND END ON TIME Everyone always has plenty

of work on the to do list. If you announce the length of the meeting and then stick to it, fewer participant will keep looking at their watches, and more participant will take an active role in your meeting.

HAVE FEWER (BUT BETTERT) MEETING

call a meeting only when it is absolutely necessary.

Before you call a meeting, ask yourself whether you can achieve your goal in some other way, perhaps through a one-on-one discussion with someone in your organization.

A telephone conference call, or simple exchange of e-mail.

As you reduce the number of meeting you have, be sure to improve their quality.

Include, rather than exclude

Meetings are only as good as the ideas that the participant bring forward .

Great ideas can come from anyone in the organization, not just its manager.

MAINTAIN THE FOCUSMeeting can easily get off track and stay off

track. The results? Meeting do not achieve their goal.

Meeting leaders and participants must actively work to keep meeting focus on the agenda item.

Topics should not include the results of the latest football game or who had lunch with whom, or who’s driving that shiny new Porsche.

Whenever you see the meeting drifting off track, speak up and push the other attendees to get it back in focus.

CAPTURE AND ASSIGN ACTION ITEMS

Don’t assume that all the participant are going to take their assignments to heart and remember all the details.

Instead, be sure that someone has agreed to take on the job of record keeping.

Immediately after the meeting, summarise the outcome of the meeting, as well as assignment and time line, and e-mail a copy of this summary to all attendees.

GET FEEDBACK

Be sure to solicit feedback from meeting attendees on how the meeting went right for them and how it went wrong.

Was the meeting too long? Did one person dominant the discussion? Were attendees unprepared? Were the items on the agenda unclear?

Whatever the problems, you can’t fix them if you don’t know about them.

You can use a simple form to solicit feedback, or you can simply informally speak with attendees after the meeting to get their input.