How to Conduct Productive Meetings
Meetings are integral part of any business and organization for this is the time when all problems are being settled and all important and urgent matters are being discussed.
If you want to make sure that there will be an effective meeting, it is a must to know how to conduct productive meetings.
All of you have definitely found ourselves seating in meetings that almost seem to last forever but there were no productive materials at all. Your company might probably require monthly meetings as one of its primary requirements.
The sad part here is that a big number of these meetings are actually unsuccessful. It can be due to an unorganized or unprepared leader or a material that was not clearly explained. Due to this, it is a big must for all leaders to know how to conduct productive meetings.
When you start getting ready for the meeting, you should consider who, when, where, what and how. You should also have to decide on the meeting’s purpose, the people who are required to come, the most convenient time and location and how the material should be delivered, in this case, by you. Just include the individuals who have to attend. It is pointless to seat all 10 employees for a meeting of two hours when they will only be pertained to at the very last 15 minutes.
Know Your Material
Even if you will be responsible for several things in the meeting, you should still allot some of your time to go over the material and highlight the essential portions. You can surely not expect to read the materials 5 minutes prior to the meeting’s start and deliver it accurately to your employees. Most likely, your employees will have a lot of questions. Do not waste the time of the meeting on purely going through the paperwork to look for the answers.
Create Your Agenda and Stay on Your Task
After you have read the material, you have to know the exact things that should be discussed. Come up with an outline of every topic that you will need to discuss. Adhere to this agenda in the duration of the meeting so that you will stay on track and every single issue will be resolved. But even if you have a lucid agenda, you will still encounter employees who are off the track, especially those who are simply wasting the time so that they will not need to go back working. Still, make sure that their comments will be addressed and then, immediately go back to your agenda.
More often than not, after a meeting, many employees leave the room either unsure or confused on what they ought to do. Before the meeting is ended, allot some time for taking and answering queries. In case that you have no immediate answer, see to it that you will follow up with that employee when you already have the answer. This is to make sure that no confusions will be unanswered.