Although they aren’t always the most fun thing you can do at work, having regular meetings with your office is a productive way to ensure everyone is on the same page. Meetings are often an underrated tool that management can use to work with their team.
Having a successful meeting comes from how you set it up. Simply telling your staff to gather in the board room for a meeting and preparing nothing in advance won’t get you very far. It would help if you got in the habit of doing some prep work.
To help you hold successful and effective meetings, Corporate Business Solutions Reviews has six tips.
Give Advance Warning
Especially if you want people to engage with you and have something to say, you should give the attendees advance warning. This also allows them to adjust their schedule so that they can fit the meeting in.
Provide a Written Agenda
Part of giving your staff a warning for the meeting is to provide them with an agenda. When they have the main points you plan to talk about, again, they can plan ahead of time and come more prepared. When everyone in attendance is prepared, you’re likely to have a more engaging meeting.
Stay On Time and On Task
Meetings frustrate people because they tend to be long, dragged out, and end up going off task. If that happens, people leave feeling like they’ve (or you) wasted their time. That is not the sign of a productive meeting.
Manage the clock as you guide the meeting. If you said it’s only going to be 10 minutes, make sure you stick to that. If you have points brought up that are off topic, make a physical note of them and mention you will follow up with either them personally or the group after, but that you need to stick to the agenda. Make sure that you show the team you are making a note of the topic, so they know you’re taking it seriously.
Use Visuals If Necessary
Not every meeting requires visuals. If you’re making a PowerPoint for the sake of having something to look like, you’re probably doing more work for yourself and wasting your time. However, if you need to prove a point with charts, then make a straight-to-the-point presentation not to distract people.
Encourage Note Taking (and Take Notes Yourself)
Note-taking is an essential skill to learn and master. Our minds can only remember so much, and if there were an important point brought up at the start of the meeting, you’d want to remember that later. Encourage the attendees to take notes by providing them with a notepad and pen.
Even though you’re conducting the meeting, you should also take notes yourself. If you want to encourage discussion, then you should jot down what your employees mention.
Follow Up is Key
No matter how prepared you are and how engaging the meeting was, you’re likely going to lose an employee or two at some point. It happens. That is why, following up with the attendees is critical.
Send out an email to the attendees and anyone who couldn’t make it. Include any points brought up from the group and any points that you tabled for later. Again, make it brief and straight-to-the-point. Include if you want to do a follow-up meeting on something important.