Making Meetings Effective

Meetings are an essential part of any organization and its functioning. They are held so often that we sometimes forget they need to be planned to be effective. Unless we prepare for meetings in advance and execute them according to plan, they can prove to be total wastes of time and tax our resources.

Types of Meetings To be able to organize great meetings, we need to understand their formats, their objectives, and the best methods for conducting them. Based on different requirements of the organization at different times, different types of meetings are held. A meeting might be one-on-one or involve the entire staff. Good managers try to schedule meetings in advance, but urgency may occasionally require a spontaneous one. Some meetings are more like lectures, whereas others, such as board and management meetings, are normally quite interactive in nature. Designing Effective Meetings Effective meetings do not just occur. They are designed. Designing a great meeting is not very different from creating a product. One has to think about, plan for, and organize it. A meeting is an amalgamation of its focus, participants, style, timing, and outcome. Here are some proven, easy-to-follow tips that can help make meetings more effective:

Conduct a meeting only if it is necessary. However, don’t delay if it is needed.
Plan and prepare in advance. Jot down important points.
Have an unambiguous meeting objective. In the absence of a clear focus, the participants will create their own objectives, causing the meeting to wander aimlessly.
Outline a solid agenda while keeping in mind the objective of the meeting. The agenda should clearly mention the topics of discussion, the presenter of each topic, and the time allotted to each topic.
Select participants carefully. Instead of relying solely on your judgment, consult people about the appropriateness of participants.
Circulate information about the meeting among the participants, including the objective, the agenda, the venue, the time, and background on the issues to be discussed.
Keep track of time. The meeting should begin and end on schedule, and participants should spend only the specified amount of time on each topic.
Ensure the involvement of the larger audience and their constructive participation. They should contribute clearly without interrupting others.
Avoid rigidity. Participants should welcome contrary views and arguments.
Maintain momentum.
Write down all the important points discussed in the meeting.
Document all decisions made by the group.
Review the meeting, its outcome, and its flaws.
Close the meeting on a positive note. Also, set the time and objective of the next meeting.

Managers cannot afford to downplay the importance of meetings. Many extraordinary products and business ideas arise from meetings of minds. Meetings originate ideas, eliminate wasteful activities, clarify doubts, evaluate options, reduce risks, and maximize profits. However, organizing effective meetings is an art. We need to endeavor to learn it.

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