Secrets to an effective meeting

Secrets to an effective meeting

Secrets to an effective meeting

Our world seems a little less formal than it used to be, however, it in some instances – like facilitating effective meetings -- it may pay off to lean more toward the formal approach. We’ve all been part of ineffective teams and have attended ineffective meetings. We all probably have some understanding of what not to do. But, there’s also an approach that often can produce effective meetings -- and that includes a clear agenda, note-taking and active and courteous participation from all.

Let’s start with the agenda. Even it if it’s short, having an agenda is good practice. It sets clear expectations for all participants. The agenda should include the name of the meeting organizer and attendees, the date, purpose and discussion points. If you’re invited to a meeting and there isn’t an agenda, contact the meeting organizer and ask for one, all invitees will appreciate it. One of the most important aspects of an agenda is the meeting purpose or objective. When all participants are aware of the objective of the meeting, they will likely be more prepared to offer input and keep to the topic.  It’s also good practice to re-state the agenda and meeting purpose at the beginning of the meeting and gain consensus before proceeding.  

Another key component to the agenda is the attendee list. When arranging or participating in a meeting, ensuring the appropriate attendees are invited is critical and having names on the agenda (or in the meeting invitation itself) ahead of time is important. For example, if the meeting has been called to discuss a decision and a specific co-worker is necessary, the meeting should be held only if that person can attend. Also, as a participant in a meeting, if you notice that the co-worker whose input is critical is not on the list, mention that ahead of time. There’s nothing more frustrating than spending several minutes at a meeting and realizing the right people are not in attendance.
The discussion items on the agenda serve as a guide for keeping all participants to the topic and can help with time management. As a meeting facilitator or participant, if you see the agenda is too ambitious, mention that before or at the beginning of the meeting as well, and that way the group can decide what discussion points to prioritize. Starting and ending on time is respectful and makes for an effective meeting since everyone’s time is valuable.

Next is note-taking. Ensuring that relevant notes are documented is a sure way to keep a project moving. Decisions and task assignments should be documented. And finally, show good manners. You’re asked to attend meetings and calls because your role is important and so being polite and respectful and offering your opinion is expected and makes for a productive meeting. If you notice yourself talking too much, take a break. Or if you notice you haven’t contributed, evaluate your role and make sure that the next meeting you’re asked to participate is necessary. You may also be aware of a participant who has valuable input but hasn’t had the opportunity to speak – politely ask for their opinion.

Once you get into the habit of facilitating effective meetings, you’ll find them to be more meaningful and less stressful.

Secrets to an effective meeting

Our world seems a little less formal than it used to be, however, it in some instances – like facilitating effective meetings -- it may pay off to lean more toward the formal approach. We’ve all been part of ineffective teams and have attended ineffective meetings. We all probably have some understanding of what not to do. But, there’s also an approach that often can produce effective meetings -- and that includes a clear agenda, note-taking and active and courteous participation from all.

Let’s start with the agenda. Even it if it’s short, having an agenda is good practice. It sets clear expectations for all participants. The agenda should include the name of the meeting organizer and attendees, the date, purpose and discussion points. If you’re invited to a meeting and there isn’t an agenda, contact the meeting organizer and ask for one, all invitees will appreciate it. One of the most important aspects of an agenda is the meeting purpose or objective. When all participants are aware of the objective of the meeting, they will likely be more prepared to offer input and keep to the topic.  It’s also good practice to re-state the agenda and meeting purpose at the beginning of the meeting and gain consensus before proceeding.  

Another key component to the agenda is the attendee list. When arranging or participating in a meeting, ensuring the appropriate attendees are invited is critical and having names on the agenda (or in the meeting invitation itself) ahead of time is important. For example, if the meeting has been called to discuss a decision and a specific co-worker is necessary, the meeting should be held only if that person can attend. Also, as a participant in a meeting, if you notice that the co-worker whose input is critical is not on the list, mention that ahead of time. There’s nothing more frustrating than spending several minutes at a meeting and realizing the right people are not in attendance.
The discussion items on the agenda serve as a guide for keeping all participants to the topic and can help with time management. As a meeting facilitator or participant, if you see the agenda is too ambitious, mention that before or at the beginning of the meeting as well, and that way the group can decide what discussion points to prioritize. Starting and ending on time is respectful and makes for an effective meeting since everyone’s time is valuable.

Next is note-taking. Ensuring that relevant notes are documented is a sure way to keep a project moving. Decisions and task assignments should be documented. And finally, show good manners. You’re asked to attend meetings and calls because your role is important and so being polite and respectful and offering your opinion is expected and makes for a productive meeting. If you notice yourself talking too much, take a break. Or if you notice you haven’t contributed, evaluate your role and make sure that the next meeting you’re asked to participate is necessary. You may also be aware of a participant who has valuable input but hasn’t had the opportunity to speak – politely ask for their opinion.

Once you get into the habit of facilitating effective meetings, you’ll find them to be more meaningful and less stressful.

Secrets to an effective meeting

Secrets to an effective meeting

Secrets to an effective meeting

Our world seems a little less formal than it used to be, however, it in some instances – like facilitating effective meetings -- it may pay off to lean more toward the formal approach. We’ve all been part of ineffective teams and have attended ineffective meetings. We all probably have some understanding of what not to do. But, there’s also an approach that often can produce effective meetings -- and that includes a clear agenda, note-taking and active and courteous participation from all.

Let’s start with the agenda. Even it if it’s short, having an agenda is good practice. It sets clear expectations for all participants. The agenda should include the name of the meeting organizer and attendees, the date, purpose and discussion points. If you’re invited to a meeting and there isn’t an agenda, contact the meeting organizer and ask for one, all invitees will appreciate it. One of the most important aspects of an agenda is the meeting purpose or objective. When all participants are aware of the objective of the meeting, they will likely be more prepared to offer input and keep to the topic.  It’s also good practice to re-state the agenda and meeting purpose at the beginning of the meeting and gain consensus before proceeding.  

Another key component to the agenda is the attendee list. When arranging or participating in a meeting, ensuring the appropriate attendees are invited is critical and having names on the agenda (or in the meeting invitation itself) ahead of time is important. For example, if the meeting has been called to discuss a decision and a specific co-worker is necessary, the meeting should be held only if that person can attend. Also, as a participant in a meeting, if you notice that the co-worker whose input is critical is not on the list, mention that ahead of time. There’s nothing more frustrating than spending several minutes at a meeting and realizing the right people are not in attendance.
The discussion items on the agenda serve as a guide for keeping all participants to the topic and can help with time management. As a meeting facilitator or participant, if you see the agenda is too ambitious, mention that before or at the beginning of the meeting as well, and that way the group can decide what discussion points to prioritize. Starting and ending on time is respectful and makes for an effective meeting since everyone’s time is valuable.

Next is note-taking. Ensuring that relevant notes are documented is a sure way to keep a project moving. Decisions and task assignments should be documented. And finally, show good manners. You’re asked to attend meetings and calls because your role is important and so being polite and respectful and offering your opinion is expected and makes for a productive meeting. If you notice yourself talking too much, take a break. Or if you notice you haven’t contributed, evaluate your role and make sure that the next meeting you’re asked to participate is necessary. You may also be aware of a participant who has valuable input but hasn’t had the opportunity to speak – politely ask for their opinion.

Once you get into the habit of facilitating effective meetings, you’ll find them to be more meaningful and less stressful.

Secrets to an effective meeting

Our world seems a little less formal than it used to be, however, it in some instances – like facilitating effective meetings -- it may pay off to lean more toward the formal approach. We’ve all been part of ineffective teams and have attended ineffective meetings. We all probably have some understanding of what not to do. But, there’s also an approach that often can produce effective meetings -- and that includes a clear agenda, note-taking and active and courteous participation from all.

Let’s start with the agenda. Even it if it’s short, having an agenda is good practice. It sets clear expectations for all participants. The agenda should include the name of the meeting organizer and attendees, the date, purpose and discussion points. If you’re invited to a meeting and there isn’t an agenda, contact the meeting organizer and ask for one, all invitees will appreciate it. One of the most important aspects of an agenda is the meeting purpose or objective. When all participants are aware of the objective of the meeting, they will likely be more prepared to offer input and keep to the topic.  It’s also good practice to re-state the agenda and meeting purpose at the beginning of the meeting and gain consensus before proceeding.  

Another key component to the agenda is the attendee list. When arranging or participating in a meeting, ensuring the appropriate attendees are invited is critical and having names on the agenda (or in the meeting invitation itself) ahead of time is important. For example, if the meeting has been called to discuss a decision and a specific co-worker is necessary, the meeting should be held only if that person can attend. Also, as a participant in a meeting, if you notice that the co-worker whose input is critical is not on the list, mention that ahead of time. There’s nothing more frustrating than spending several minutes at a meeting and realizing the right people are not in attendance.
The discussion items on the agenda serve as a guide for keeping all participants to the topic and can help with time management. As a meeting facilitator or participant, if you see the agenda is too ambitious, mention that before or at the beginning of the meeting as well, and that way the group can decide what discussion points to prioritize. Starting and ending on time is respectful and makes for an effective meeting since everyone’s time is valuable.

Next is note-taking. Ensuring that relevant notes are documented is a sure way to keep a project moving. Decisions and task assignments should be documented. And finally, show good manners. You’re asked to attend meetings and calls because your role is important and so being polite and respectful and offering your opinion is expected and makes for a productive meeting. If you notice yourself talking too much, take a break. Or if you notice you haven’t contributed, evaluate your role and make sure that the next meeting you’re asked to participate is necessary. You may also be aware of a participant who has valuable input but hasn’t had the opportunity to speak – politely ask for their opinion.

Once you get into the habit of facilitating effective meetings, you’ll find them to be more meaningful and less stressful.