How To Run An Effective Meeting | Best Strategies

How To Run An Effective Meeting | Best Strategies

|Dec 5, 2022

Businesses run meetings every day as part of their daily operations. The purpose of a team meeting is to bring together individuals from different departments to share ideas and work together to solve problems, launch new products, etc. In meetings, effective communication can either be the key to success, or the effective meeting can take a different turn and be time-consuming with little to no progress, as in the case of Michael Scott from the television series The Office. The key elements of effective business communication need to be understood to maximize the effectiveness of business meetings with these effective meeting strategies.

What Are Effective Meetings?

The purpose of running an effective meeting is to facilitate sharing ideas, making decisions, building team relationships, and even reducing feelings of loneliness at work. The effectiveness of a meeting lies in bringing together a thoughtfully chosen group of people for a specific purpose, providing an opportunity for open debate, and delivering tangible results: a decision, a plan, a list of great ideas to pursue, a shared understanding of the work to be undertaken.

Professional Meeting Space

Professional Meeting Space

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How to Lead an Effective Meeting

Meetings Should Only Be Held When Necessary

Meetings should not be held simply because you established a policy to meet once a month. If you don't have anything significant to discuss, then don't convene.

A Meeting Agenda Should Be Defined

A Meeting Agenda Should Be Defined

Your agenda and effective meeting guidelines should include specific and measurable objectives. In order to allow participants to prepare for the event, the agenda should be sent to them well in advance. 

Ensure that the agenda of the meeting focuses on the most important goal. Make sure it doesn't become cluttered with different objectives. An operations performance review should not be grouped with strategic decision-making; these are two distinct goals.

The viable options must be listed on your agenda. The goal of a business meeting is to decide or choose the best option among the options available. There is no point in holding a meeting if there is no real alternative to present or discuss.

Invited People Who Are Relevant To The Agenda

Do not invite anyone unrelated to the issues on the agenda. One of two effective meeting management things can happen if they are not interested in the topic under discussion and don't have the skills to address issues on the agenda. They either doze off or talk about things they don't know about. Regardless of how the meeting proceeds, it is doomed to fail.

Invited People Who Are Relevant To The Agenda

Don't Stray From The Agenda

It is a sure way to derail a meeting when we discuss topics that are not on the agenda. Keep the agenda on track. Keep your meeting participants focused by displaying it on a screen or board. Don't be afraid to gently bring someone back to the topic if they wander off. It may be possible to discuss unrelated topics at the end of the meeting if time permits. If not on the agenda, it's best to just flat-out refuse to discuss it. Arrange the conference room chairs in a way so that everyone has a chance to speak.

Follow The Meeting Schedule

The meeting should begin on time, and each agenda item should have a specific timeline. One of the effective meeting tips is to focus on the timely conclusion of the meeting. After the scheduled time has expired, participants should be reminded to finish their presentations quickly after their presentation has taken place.

Follow The Meeting Schedule

Don't Let The Meeting Be Impacted By Distractions

Establish a strict policy prohibiting phone calls, email, browsing, texting, and other distractions at the standing desk during meetings. You may want to put up signs that ask everyone to turn off their cell phones. It would help if you also demanded undivided attention from all participants. One of the key prerequisites for a successful business meeting is to have an open mind.

Implement The Decisions Made In The Meeting

The main reason behind a meeting's failure is disagreement over what you agreed on at your compact desk. By pushing the issue down the road, you will cause the same issue to resurface repeatedly in your meetings. Your meeting continues to be a waste of time as the issue remains unresolved.

Take Note Of The Meeting Minutes

Use a recording device to ensure that the minutes are accurate. Assign someone to take down the meeting minutes.

Take Note Of The Meeting Minutes

How to Take Effective Meeting Notes

Make sure you take lots of notes. Find the computer accessories that work best for you. It is common practice to leave a space at the beginning of meetings if you list attendees and only put the first name down (add an initial to the last name if two or more members have the same last name, for example, 'Edward B.' and 'Edward K.')

In order to speed up the process of taking notes, the first or two items, such as the 'Approval of the Agenda' and 'Minutes of the last meeting, can be written out in advance.

It may be necessary to have all motions written out for you. Ask people to slow down if things are going too quickly if needed.

No need to write out who spoke on each issue or what they said. You can always write "Discussion took place" or "After discussion, it was decided that..."

As long as the motion is not voted on by ballot or recorded vote, you do not record how many people voted or what the total vote was.

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