Almost every job nowadays entails partaking in or conducting meetings at some point. In many situations, meetings can be slow and tedious, and one can’t help but feel apathetic towards them. That being said, the ability to orchestrate a meeting in which there is high engagement, thought stimulation and tangible, productive results is a rare skill, but one that can highly displace you ahead of others. The following are a few considerations that can assist you in running meetings more effectively.
- Is the meeting necessary?
Can you do without the meeting and have its purpose achieved through other methods, such as an email or a phone call? If the meeting doesn’t have any additional overall value as opposed to other more convenient alternatives, then it is advisable to not hold it.
- Send Reading Materials in Advance
If possible, send the attendees any relevant reading materials beforehand in order to enable prior exposure to the meeting’s topics. This allows the participants to be prepared and aware of the meeting’s purpose, as well as contribute better thought-out ideas to the discussion. Furthermore, it helps avoid distractions or getting sidetracked since members are more likely to be engaged with the topics at hand.
- Take Minutes
This enables you to keep a record of the progression of the meeting and it helps structure the main points discussed in it. Sending minutes to everyone involved in the meeting allows for a resource that they can resort to if uncertain about anything, or to reflect upon its outcomes.
- Assign Specific Duties
Make sure that every item has a description, deadline, and is appointed to a specific individual or group of people. This helps keep everyone on task, as it maintains participation during and after the meeting.
- Set the Duration of the Meeting and Invite the Pertinent People
Decide on this before the meeting, as to avoid disorganization and indecision. Always opt for brief meetings, as lengthy ones can be hectic, tiring and less productive. Try to make it as brief as possible while not depriving it from its essence. Also, make sure to invite the people associated with the topics that will be addressed, particularly if they have certain responsibilities or are in charge of specific matters that cannot be handled without them.
Finally, whether you are running a meeting or participating in it, you can take these tips on board by either implementing or proposing them at the least to the rest of your coworkers. This component of your work can be a tricky one to manage. However, by making such changes you can gradually improve the quality of your meetings and make the best out of them.