Let’s face it… meetings are expensive. You are paying for the time it takes to prepare and follow up, the time for the attendees to be there, and disrupted workflow which reduces productivity. Meetings can contribute to burnout and reduce employee morale if they are perceived as unproductive or unnecessary. Here are some tips to help you with effective meetings.
Identify the Purpose of the Meeting
Before scheduling a meeting, there are some crucial things you should ask yourself. “Why do I need a meeting?” “Does the information need to be communicated through a meeting?” “Can I use other resources to accomplish my objective?” Sometimes a meeting could be replaced by sending out an email. If you decide that you still need a meeting, choose a format and consider what you want your audience to take away.
There are Four Major Types of Meetings:
Report and Information-Oriented
Decision Making and Problem Solving
Creative and Brainstorming
Training and Skill-Building
Decide Who Should Attend the Meeting
When deciding on meeting attendees, consider who is relevant to the meeting's topic and whether they can contribute to your discussions. Here is a short checklist you can go through when considering who should attend:
☑ Each person has a unique perspective on the ideas/topic (s) that will be discussed.
☑ Each person operates on the right level for the meeting’s purpose.
☑ The attendees have the authority and ability to solve the issue(s) discussed.
Establish an Agenda
Some meeting organizers neglect this step, but it is the most important regarding effective meetings! Establish an agenda that has a clear objective or goal. What are you hoping to accomplish? Focus on topics that will impact the entire group to maximize efficiency. Identify the meeting’s time frame. And establish time frames for each item being discussed. Also, identify decisions that need to be made after the meeting.
Effective Meeting Etiquette
Be On-Time
Being early is on time... Being on time is late
Come Prepared
Facilitator: Send the agenda far in advance so all attendees can prepare accordingly
Attendee: Make sure all action items have been completed if applicable, and any data you would need to make a decision is brought to the meeting
Follow the Agenda
Stay on topic to be more productive and save time
Ask Clarifying Questions
Ask relevant questions to further your understanding of the topic being discussed at that time
Body Language to Avoid
Frequently checking your watch or clock
Crossing your arms
Checking you phone
Rolling your eyes
Putting your head down
Allow Others to Speak
Be patient and wait your turn to speak
Do NOT talk over another person
Evaluate Communication Styles
A meeting is only as effective as the communication. A good communicator communicates in the style that is best for other people. Be aware of the Four Communication Styles when conducting a meeting and communicate with them accordingly.
The Four Communication Styles:
Passive: Indirect, People pleasers, Self-denying, Overlooked, Apologetic
Passive-Aggressive: Indirect, Sarcastic, Dishonest, Self-enhancing
Aggressive: Direct, Expressive, Attacking, Dominant, Controlling
Assertive: Direct, Confident, Expressive, Empathetic
Be Sure to Summarize & Conclude
It is important to summarize what was captured at the end of the meeting. Refer back to which meeting type you chose for this meeting and the audience takeaways. Identify what solutions were determined. Recap any assigned action items. Evaluate how the meeting went and if everyone was engaged. Also, never forget to end on time!
Whenever assigning action items, create a chart stating who will perform the task, what the task is, and when they will complete it. Optimal efficiency tactic!
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