No one likes to attend meetings that prove to be completely useless and unproductive. Meetings are required to brainstorm ideas, discuss issues that affect the business and to have a conversation with the employees or clients. But, if these meetings end up being unfruitful, you tend to feel you have wasted time you could have used somewhere else. So, as a business owner or even manager it is your responsibility to conduct meetings that are not boring. We have brought you with some tips that could help you organize effective meetings and increase efficiency.
- Never start a meeting late. There will always be a few people who join in late, but waiting for them to start is not good idea. People will always be late, but when you start a meeting late because of those people who couldn’t be punctual, you are disrespecting people who have bothered to come on time. You can walk the latecomers through at the end of the meeting.
- A meeting cannot be conducted without a well-prepared agenda. List all the objectives of the meeting that you want to go through. Also, make sure you send a copy of this agenda to everyone who is supposed to be present at the meeting, and email it at least 2 days before so that there is enough time for everyone to prepare for the meeting.
- One of the most important jobs of being a leader is to be able to encourage and involve everyone in the discussion. For a meeting to be successful, it is important for all attendees to be able to participate in the discussions. If you feel a certain person may not be right for that particular meeting, take their name off the list. The key is to ensure optimum participation.
- Most often, agendas are not met due to inadequate time, mostly because the discussions go off topic. If someone tries to talk about something that does not match the listed objectives in the agenda, it is your responsibility to politely let the person know that they have diverted from the main topic of discussion. However, if that topic is something that may be important, you can set some time aside to discuss the same or hold a separate meeting altogether.
- In order to avoid missing out on any important points discussed in the meeting, make sure you make key notes to document the entire meting and a summary of the entire meeting is passed on to the rest of the attendees as well so that everyone is on the same page.