Guidelines for organizing and conducting successful meetings

When it comes to leadership and management, managers sometimes overlook meeting management. Meetings that are productive are not an accident.

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Meetings that are well planned and productive are not accidental. Whether they are personal or external. And personal office meetings are becoming more important again.

When it comes to leadership and management, managers sometimes overlook the detail management that meetings entail.

The 4 strong basic rules are: participate, gain concentration, maintain momentum and end the process.

(You may want to establish a well-written ground rule about confidentiality.)

Include a list of your most important ground rules on the agenda. If you have new guests who are unfamiliar with your style, you may want to go over each ground rule with them. Maintain constant visibility of the ground rules.

Depending on the culture of the business organization – readers can choose which recommendations suit them best. Remember that meetings are very expensive activities when considering the labor costs of the meeting. In addition, how much can or cannot be achieved in a given time. As a result, you should take meeting management extremely seriously.

You can tell which method to follow in a meeting according to the type of meeting you want to have. For example, planning time for a staff confab, time for problem solving and so on. However, several basics are universal to all gatherings, regardless of style.

Participants you choose

What you want to achieve during the confab will determine who you invite to the forum. There are a surprising number of gatherings with the wrong people present, which may seem too obvious to mention. Don’t rely on your judgment when deciding who will attend a party. Ask for the opinions of many other people as well.

If at all possible, contact each individual to inform them of the main objective of the confab and the reasons why their participation is necessary. Follow up the telephone conversation with a meeting notice that contains several things. First, the goal of the pow-wow, then where and when you want to meet. Then include a list of attendees and the name of the person you can contact if they have questions. Hybrid workers need special attention.

Send a copy of the proposed plan along with the notice to everyone who will participate. During the gathering, appoint someone to take notes on important activities, tasks, and deadlines that you want to discuss. This person is responsible for ensuring that these materials are provided to all participants as soon as possible after the meeting.

Agendas you develop.

Create the agenda for the meeting in collaboration with the primary participants. Consider the overall goal you want to achieve from the meeting and the actions required to achieve that outcome. You should structure the plan to carry out these activities throughout the meeting. Include a statement about the ultimate goal you want to achieve from the meeting in the plan.

Create a plan that encourages participants to get involved early by giving them something to do right away and ensuring they arrive on time. Include the type of action required, expected outcome (resolution, vote, action assigned to someone), and time estimates for handling each key issue next to each main topic. Ask participants about their commitment to the plan.

Maintain constant visibility of the plan.

Maintain flexibility in the design of meetings; be open to changing the schedule if the planning process progresses as expected by the participants.

Consider how you want to brand an event so that participants come with the same perspective; it can be beneficial to engage in a short conversation around etiquette to build a common mindset among participants, especially if they include representatives from different cultural backgrounds.

Meetings are about to start

Always start on time; this shows respect for those who arrive on time and serves as a reminder to latecomers that the timetable is essential.

Give all participants greetings and thanks for their participation. At the beginning, go through the schedule to allow the participants to understand all the critical topics you offer, change them or accept them. If you use a recorder, the minutes will be taken and sent to each individual participant immediately after the meeting. Show the kind of enthusiasm and participation the participants need.

Identify your specific role(s) in the meeting.

Creating meeting rules is an important step every time. Of course, you don’t need to set new ground rules for every confab you have. However, it is beneficial to establish a set of basic ground rules that apply to most of your meetings. These fundamentals promote the basic components required for a successful meeting to take place.

Featured Image Credit: Christina Morillo; Pexels; Thank you!

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