How to Run a Successful Business Meeting
Steps to Follow
- Send a memo.
- Get someone to take notes.
- Get the place ready.
- Make introductions.
- Encourage participation.
- Ask for input around the table.
- Keep discussion on topic.
- Don't let the discussion stagnate.
meetings are a dreadful experience for many
people. Some think about a droning experience
of unending boredom as a lot of words are exchanged
to arrive at very few conclusions. Others might
dread the experience due to uncooperative co-workers,
deranged expectations or any combination of unproductive
work habits. The truth is that it takes more
than chance and positive thinking to organize
a meeting that will be a productive, exciting
and (dare we say it) entertaining experience
for everyone involved.
Here we present some tips that will turn your
meetings from boring aunt to belle of the ball.
Think of them as a sort of portfolio
optimizer for your business and interpersonal
skills that will give you the boost you need to
succeed with your team.
To Do Before the Meeting Starts
First of all, send out a memo to everyone involved
gently reminding them of their commitment and presenting
a step by step outline of what is on the agenda
for the meeting. Give employees the possibility
to clearly see the structure of the meeting and
they'll be able to better outline and present
Once you've done this, you'll need to
make sure to appoint someone to fill the role of
note taker for you. Since you will be running the
meeting, you won't have an opportunity to
take notes yourself but you can't just hope
that your memory will retain it all: analyzing risk
budgeting new products and doing market research,
all these things are just too complicated to be
stored in your memory. Get someone to take care
of it and make sure that everyone involved gets
a copy afterward.
Finally, make sure that the place is ready. This
includes getting all the stationary and office
supplies that will be needed as well as making
sure that the snacks and beverages are taken care
To Do During the Meeting
One thing you need to make sure of is that everyone
feels comfortable enough to make their contribution
heard. Make introductions between the participants,
this will help them get in a more confident mood
and will likely increase the chances of a more active
participation. To further improve your meeting skills, you might consider management training, make
sure to utilize a round table where everyone can
have a look at each other rather than rectangular
tables where the different view angles promote
closed pockets of discussion.
Make sure to handle the timing and pacing of the
meeting. It is your job to make sure that the meeting
stays on topic for as long as its needed and for
no longer than that (to prevent pointless arguing
over a point and stagnation.) Make sure to get
everyone involved and actively participant in the
discussion and you are on your way to a successful