Effective Business Meetings
Meetings play a pivotal role in business, enabling effective decision making
. Management spends at least 30-40% of its time in business meetings. Hence utilizing meetings effectively is essential. If business meeting time is used properly it helps to increase the company's bottom line. Otherwise, business meetings have adverse effect.Meetings can be done in conference rooms or even simply over a conference call. How can we make our business meetings more effective? What are the few key things that are to be taken care of while we are in meetings?
Organize meeting for a convenient time for all the attendees, so as to get maximum attendance. Having the key personnel for the meeting is an essential criteria to enable effective decision making.
Send a meeting invite' well ahead of the meeting so that the attendees can clear their calendar accordingly. This avoids last minute drop-outs.
Share the agenda in the meeting invite. This helps attendees to be well prepared for the meeting. They will bring their ideas for the meeting which is key to effective brainstorming and decision making.
Senior management professionals are to be marked as optional attendees unless and otherwise necessary. Senor Management's time must be used efficiently.
Sharing any training material well before the meeting will be appreciated. This can reduce the discussion time.
Arriving on time to meeting should be made a prerequisite. This discipline avoids wasted time waiting for the meeting to be start. Most organizations fail here which degrades their effectiveness.
Meetings should revolve around the agenda. Any deviation should be controlled to make it effective. Investigate the six thinking hats methodology devised by Edward De Bono for brainstorming.
The points discussed during the meeting are to be captured and to be shared with the team within a day so that the action planned during the meeting can be followed up.
The minutes should capture the date of meeting, topic, duration, time, attendees, absence, key points discussed during the meeting, action plan with owner, time for completing the action plan, review date etc.
The Minutes of the meeting should also have provision to track the action plan devised during the meeting. This helps in the follow up meeting or call.
A follow up meeting should be organized for the review date with the implementation status, thereby closing the issue.
These key steps form the essential criteria to make a meeting effective.
Effective Business Meetings
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