Strategies for Successful Meetings

Meetings are a necessary part of every business.

Information needs to be communicated, ideas need to be brainstormed, decisions need to be made, and issues need to be resolved.

Are you getting the most out of your meetings?

The effectiveness of a meeting depends on preparation, participation, and follow-up. It is the responsibility of the Organizer and the Participants to ensure that the meeting runs smoothly and that all information is relayed effectively.

As the meeting Organizer, there are several ways for you to ensure a successful meeting, even before it is scheduled.

Before the Meeting

1. Consider the appropriate length of meeting for the material that’s being presented.
   • Don’t schedule an hour-long meeting when 30 minutes will suffice.
2. Schedule the meeting at a convenient time for your participants.
   • For instance, is 8:00 on a Monday morning realistic for your group?
3. Email an agenda to the participants prior to the meeting.

During the Meeting

1. Start on time.
2. Welcome participants to the meeting.
3. Follow the agenda.
   • Avoid rambling.
4.  Ask for questions or ideas.
   • Listen to participants and consider others’ viewpoints.
   • Manage conflict that might occur – stay in control.
5. Thank everyone for attending.

After the Meeting

1. Follow up quickly on any action items.
2. Contact absent participants to review information that was discussed.

As a Participant, there are several ways to get the most out of a meeting, beginning as soon as you’ve received the meeting invite.

Before the Meeting

1. Review the agenda.
   • Prepare questions or ideas that would be appropriate to discuss in a meeting setting.
2. Let the organizer know ASAP if you cannot attend.

During the Meeting

1. Arrive on time.
2. Stay focused on the speaker and the topic.
   • Take notes.
   • Stay off of phones or other electronic devices, unless pertinent to the meeting.
   • Avoid side conversations with other participants while the organizer is presenting.
3. Actively participate in the meeting.
   • Ask questions prepared before the meeting, if they haven’t already been addressed.
   • Add thoughts and feedback where appropriate.

After the Meeting

1. Follow up promptly on any action items.
2. Send positive feedback to the organizer.

When you apply these strategies, your meetings will be efficient and effective for everyone involved.

If you have specific questions about how to structure your meetings to get the most out of them, our Business Consulting Services can help you. Contact us today!