Preparation and organization are keys to effective business meetings.
Avoid the yawns and the blank stares the next time coworkers get together for a meeting. Business meetings are necessities, but they don't have to be nuisances if you organize and plan ahead of time. They can actually be productive and enjoyable, because the attendees will feel they are accomplishing tasks and not wasting time.
Instructions
1. Write out your objective for the meeting and what action you want the meeting to generate. This task forces you to establish a clear plan for the meeting.
2. Prepare a meeting agenda, including topics for discussion, who will cover each topic and the time allotted for each one. Distribute the agenda at least a day before the meeting. If attendees need to prepare prior to the meeting, send out the agenda sooner.
3. Designate someone to take notes during the meeting. This could be you or another person.
4. Start on time. Don't wait for stragglers. Eventually they will learn to come to meetings on time. You can even schedule 15 minutes of social time before the meeting starts.
5. Establish ground rules for the meeting, such as no cell phones; one person speaks at a time; no private conversations allowed and discussions that focus on topics, not personalities. When everyone agrees on the ground rules, the meeting is much more orderly.
6. Keep the focus. Even with an agenda, people veer off topic. Gently bring them back to the agenda topic. Say something like, "We are getting off topic, so let's continue discussing the XYZ issue." Some groups keep a "parking lot" on a separate piece of paper to include important issues that come up but are not part of the predetermined agenda. These issues can be addressed at a later meeting.
7. Identify action items as you go along. For example, if someone mentions that a review of a product is needed, assign that task right away and determine a due date. Include the assignment information in the meeting notes. At the end of the meeting, review all the action items that came up during the discussion.
8. Ask for feedback from the attendees, such as whether they think the group accomplished its goals and what they liked and disliked about the meeting. This information will make future meetings more productive.
9. Finish on time, and don't be afraid to finish early. If the meeting takes 30 minutes instead of an hour, adjourn the meeting early to cut down on wasted time and productivity.
10. Write up the meeting notes, including action items, persons responsible for each of them and their necessary completion dates. Distribute the meeting notes promptly. Keep track of the progress made on each of the action items. Not doing so sends a message that action is not really needed.
