7 ways to run effective meetings
Tips to run more efficient and effective meetings.
- Use the agenda to paint a clear picture of the meeting to be held. Rather than just listing the items for discussion, use the agenda to explain how different topics need to be handled and how long it should take. List the items you require people to bring to the meeting and why. To avoid reams of reading during the meeting, send out supporting materials with the agenda.
- Prepare, prepare, prepare. If you get the paperwork right, the meeting will have a framework to guide everyone present and help you to achieve a prompt ending.
- Late arrivals aren't your problem! Delaying the start of the meeting is an annoyance for the majority who are organised and on time, so always start on time and ignore latecomers. When they've sat down, avoid the temptation to go over the proceedings of the meeting up to that point, but offer them the opportunity to catch up on what they have missed at the end.
- Use a flip chart or whiteboard to record and summarise ideas and suggestions. Create a Mind Map®. Concentrate on what team members have to say and show interest and respect for their feelings and information. You may need to gather other points of view after the meeting, so try not to be pressurised into making a difficult decision.
- Create a template for taking minutes by hand in order to reduce unnecessary workload. Design a template that is appropriate for any type of meeting and keep a supply handy for anyone that wants to use them. They can be photocopied and distributed within 24 hours of the meeting and it cuts out the need for re-typing everything.
- Make SMART action notes: Specific, Measurable, Achievable, Realistic, Time-related. Make sure that everyone is clear about what they need to do to follow up points raised or practical tasks that have been delegated to those present. Try and pick up on energy and mood changes in your team and bring the meeting back on track before it has a chance to stray from the agenda.
- Any other business? Try not to launch an important piece of information or problem on an unsuspecting audience or hold up the end of the meeting with trivia. Either remove AOB from the agenda or ask for items either in advance or at the start of the meeting. TEX
Comments
effective ways to present opinions
I am looking for reference training materials or even a video/visual to present how participants of meetings can effectively SPEAK their opinions and ideas for consideration - and then the role of the meeting facilitator to effectively react/response to the participants idea.
I would love to find guidebooks, tips and/or a neat intro-video of how "not" to do it, with visuals of "effectively" getting your voice heard (based on thier ability of approaching properly..)
any info is appreciated ! thanks.
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