Did you know that 15% of an organization’s collective time may be spent in meetings? Meetings are a necessary evil, but you can make them more tolerable.
Effective meetings are quick and to the point. They’re a good use of time and employees are able to return to their days in a matter of minutes.
We’re here to talk about how to plan a meeting the right way. Read on to learn more.
Create a Firm Agenda
When you’re in charge of a meeting, the idea of standing (or sitting) in front of everyone and essentially lecturing them for the duration can be stressful. It’s easy to freeze up and forget what you’re supposed to do.
This is why you need to start with a firm meeting agenda. This will help you stay on track and let the attendees know what to expect from the meeting. This is great for workplace communication and for getting everyone prepared.
When you make an agenda, you’ll make it with a goal in mind. You’ll have every stage of that meeting arranged so they work toward that goal.
Bonus tip: make notes for yourself so you don’t forget anything that you have to say. Future you will be grateful.
Designate a Note-Taker
Speaking of notes, it’s always a good idea to have someone take notes.
Even if everyone is listening attentively, it’s possible for them (or you) to miss or forget something when the meeting is over. The note-taker will have everything available so that you or the employees can access it at any time.
Consider an Icebreaker (When Appropriate)
If this is an early-morning meeting or if it’s a meeting with new employees, consider an icebreaker or something “fun” to start the meeting off on the right foot.
The icebreaker can be something simple, like a game. Choose a game that will wake people up and get them ready to pay attention.
Alternatively, provide snacks and coffee. The idea of a meeting sounds a lot more fun when there’s an incentive of food waiting in the meeting room.
Donuts, bagels, and pizza all make great meeting snacks. Make sure you consider dietary restrictions so everyone can have something.
Allow Time for Feedback and Questions
During some types of meetings, it’s appropriate to accept questions during the meeting itself. Often, though, it’s best to not be interrupted. In this case, make sure that you schedule time for feedback and questions at the end of the meeting so everyone has time to give their input.
If your employees are shy about giving feedback or asking questions, have them write anonymous notes that they can pass in at the end of the meeting. You can answer questions during the meeting or via email later in the day.
Plan Effective Meetings With These Tips
You don’t have to dread your next meeting. Plan effective meetings by using these tips and taking feedback from your employees. Make your next meeting efficient and (relatively) enjoyable!
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