Organizing
Successful Meetings
If your existing meetings
regime works and produces effective outcomes then it would be wrong to
try introduce dramatic changes. Effective and successful meetings are a
product of many factors and here we give a few ideas on how to make
them a bit better. Good companies usually achieve their excellence
incrementally and meetings are an area where there is often room for
improvement.
In this article we will offer
a few tips and advice that should result in improvements to the
outcomes.
So many meeting I have
attended have dragged on and wasted valuable time.
Some fail to have been
effective in giving direction, many fail to have the delegates aware of
the tasks that need to be accomplished, some I have attended have even
resulted in a loss of motivation by those who needed a boost.
AGENDA
Make sure that there is an agenda, make
sure that it is clear, and make sure that the attendees are prepared
for the 'lumpy bits' in other words you may have to consult others
regarding the subject matter.
Circulating the agenda well in advance will
result in more time for everyone to prepare. Details such as those
requiring action can be included.
To improve the structure of the meeting you
can have timings for each item.
All meetings require an agenda, however not
all require a comprehensive one. Regularly scheduled meetings can be
guided simply by having the previous meetings minutes circulated and
commented upon, even then it is a good idea to have some ideas
presented before the meeting, perhaps in the invitation or reminder
message.
Requests for inputs are important as it
reduces the unexpected time consuming topic coming up half-way through
the meeting or clogging up the AOB (any other business) slot
DIF'RENT STROKES
Not all meeting are the same, a creative
meeting is not the same as a routine meeting. or a detail heavy
technical session. The atmosphere and location are all factors in the
success or otherwise of the gathering. Holding the meeting in a special
setting can have very beneficial results.
FEEDBACK
During the meeting watch people's faces.
Make sure that the less outspoken members are saying what they are
thinking.
After the meeting verify that everyone's
knows what actions are expected of them, whether their expectations
have been met and that all issues have beer dealt wit to everyone's
satisfaction.
TO MEET OR NOT TO MEET
Not all meetings are necessary; sometimes a
quick chat, email or phone call would have sufficed. and not everyone
needs to be present for the duration of the meeting. the meeting could
be planned to allow some members to leave early. Remember that people's
time is valuable, not only in money terms to the organization, but also
to the individual. Aim for an outcome where everyone involved comes
away with the feeling that something has been accomplished. Meetings
can be said to be successful when this happens.
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Only that thing is free which exists by the
necessities of its own nature, and is determined in its actions by
itself alone -- Spinoza (1632-1677)
