Meetings are designed to occur in an allotted amount of time to address topics and business in an orderly fashion. In the workplace, you want to ensure your meetings are productive and effective. All too often, however, meetings are sidetracked with time-wasting discussions, unproductive behaviors, and weak meeting leadership. Motivating meeting openers and focused agendas can set the tone for a meeting and guide the session where it needs to go.
Have an Agenda
Proper organization of the meeting is just as important as the content and topics covered. You want to ensure an adequate amount of time is allotted for each topic in order to keep the meeting moving. Create an agenda for your team to refer to throughout the duration of your meeting. This prevents meetings being taken off course by distractions, talkative employees, and side discussions.
Focus is key. You don’t want to waste anybody’s time attending your meeting (this begins by only inviting people to the meeting who are absolutely necessary). It’s important to stay within the context of the agenda you’ve set. When you set your goals for the meeting, keep in mind that every meeting should have a purpose. Decide ahead of time what answers or decisions you need to walk away from the meeting with. Then, all discussion should be somehow related to that initial purpose and your set of goals.
Takeaways symbolize a successful meeting. If your goals are clearly defined in the agenda and discussed effectively during your meeting, the steps following the meeting should be very clear. The attendees of your meeting should have clear takeaways (who owns what task, and when it’s due). At the conclusion of your meeting, there should be an answer to every question/concern that was discussed. If there wasn’t, there should be follow-up steps to find answers to those questions. Accountability is incredibly important; therefore the meeting leader should take the initiative to clearly define the next steps that should be completed prior to the follow-up meeting. This ensures that by the next meeting, the to-dos of every member were clearly defined and completed.
At CRM Learning, we offer the best team building training videos. Explore our meeting management training videos, like Meeting Robbers, Meetings, Bloody Meetings, and The Invisible Meeting to ensure your meetings will be productive and effective in the future.