Key to a productive meeting. Review on General Tips on Conducting Meetings

Believe it or not, one or the biggest complaints about most organizations is meetings. Believe it or not, it is true. Why? Because the participants feel that it is a sheer waste of their much precious(and mainly unavailable)  time.

If the attendees think this way, it is bad news for that organization. Somehow, great meetings give a feel of a great organization's culture. A bad, boring meeting give a feel of a bad, boring organization. Believe it or not, it is true! Hey, I shall not bore you any longer:)

What makes a bad boring meeting? The main two culprits are: poor planning by the organizer of the meeting and a lack/fear of involvement by the participants. Want to know how to make a meeting productive and interesting? Then read on. else move on to another review smiles sweetly

Prepare for the meeting(for the person calling for a meeting)

• First and foremost, define the objectives and also the desired outcome(result) of the meeting.

  
  




• Decide if this objective really requires a meeting. Many a times a couple of phone calls or and email, would have worked better and faster.

  
  




• Determine the topics you would like to cover and make a note of the pointers.

  
  




• Estimate the duration of the meeting.

  
  




• Inform the people involved about the objective, result, agenda, and the duration of the meeting. This will help them to come prepared.

  
  

Prepare for the meeting(for those attending the meeting)

• First and foremost take the meeting seriously.

  
  




• Check the objective and agenda carefully.

  
  




• Gather the data you require. If you have any queries, list down the questions.

  
  




• If you are confused about your participation, ask the person organizing it.

  
  




• Arrive on time and be prepared to stay on until  the planned end time(at least).

  
  

During the meeting

• Break the ice. Start the meeting in a friendly note.

  
  




• Ask for ideas, opinions, suggestions, and note them down.

  
  




• Allow people to tell and share their ideas, thoughts, and opinions. If you have to stop them from saying you should not have asked them to participate.

  
  




• Take care not to stifle creative inputs(or for that matter any inputs) or insult or sneer at  the participants.

  
  




• Ask open ended questions so that you get some answerer other than an yes or a no.

  
  




• Focus on the ideas not on the people present there.

  
  




• Stay focused on the topic. But that does not mean that you should not bring in an element of fun in the meeting.

  
  

Don't let the meeting stagnate

• Just as stagnant water breeds diseases causing insects, stagnant meetings also breeds restlessness and boredom.

  
  




• Acknowledge and discuss on constructive contributions.

  
  




• Sometimes vary the pace: slow down at time(important discussions),  speed up(to finish off unnecessary topics), slow down again, take tea breaks(if required).

  
  




• Periodically summarize the main points and ask for agreement.

  
  




• Note down the points agreed on.

  
  




• Try to finish off the meeting at the specified time. If the discussion is important and requires some more time, first check with the participents if they can stay back. Remeber even their time is valuable just as yous is.

  
  

Follow up

• Check if there needs to be a follow up meeting to conclude the efforts.

  
  




• If yes, review what's to be done and who does what. Ensure each person knows their tasks or duties.

  
  




• If no, conclude by summarizing the group's accomplishments.

  
  




• Thank group members sincerely for their participation and contributions.