Do you Think Your Meetings are Meaningful and They Produce Results?
6th June 2018 / Farhan Hanif
Enormous time is spent by people in meetings with an effort to produce results for success. But, for this, some actions have to be taken that make meetings meaningful. These actions have to be taken by meeting leader before, during and after the meeting is concluded.
There are some tips that help in making meetings meaningful and an output producing agent:
Before Meeting Begins:
Perform Pre-work in order to be successful in your meeting.
Smart planning needs to be done with points such as resource requirements in terms of people or tools.
Then establish goals that can be done in your meeting rather than going off track. The focus of meeting is actually determined by the purpose of meeting which has to be set earlier. Meeting is actually the best way to go for solving problems and improving processes. So a well planned meeting really brings these results.
Make sure that your key attendees mark their presence. And, for this, you need to have smart communication skill; so that you can send an invitation to them in a manner that they get attracted. If there is a thing that the key member has sent someone else (like his assistant or delegate), then this could most likely be due to your poor communication and interaction skills.
Pre-Work is the thing which most of the people ignore. When there is a group read-in, there are possibilities of successful meeting outcome. Hence, you need to share the Pre-Work with your likely meeting members. At least, 48 hours before meeting, this should be distributed.
Some of the documents are very important to remain ready with you such as: Reports & Data, Charts, Month-to Date Sales, Production Plans, PowerPoint Slides with discussion points, Meeting Minutes and Notes, Follow-Up from previous meetings and projects.
When Meeting Begins:
Now, during meeting, you need to use your time effectively and build enthusiasm for the topic. This will create full involvement from your participants. Hence, the meeting leader needs to set the positive tone by starting with the agenda, goals, predicted outcome.
An effective leader always keeps participants on track, makes sure that his words are being attended to with seriousness and full interest.
Your meeting must discuss the follow-up plan. This should include: specific plan of action, name of person who will act, due date to accomplish the task and taking consensus from members about what future happening or even should be taken as expected outcome.
Do not remain illogical. You should expect participants to wait for some real-life scenarios and hindrances in achieving goals.
Now After Meeting:
Distribute the minutes not later than 24 hours. Delay in distribution would mean that people will forget the expected outcome soon. Hence, sooner you do it, more the chances are there for them to remember since they would still be with fresh memory of meeting.
Now comes an important part, which is Effective Follow-Up of your meeting. For this, sharp observation of set deadline is crucial. Each person, responsible for taking action to contribute towards agreed goals, needs have an action plan. The most suitable way is to write up the steps in the planner.
The goal of the meeting facilitator / leader is to keep check on the meeting planner submitted by the action takers.
Follow-Up meeting has to be done at intervals. This time is for each participants to submit the progress report and raise hand for help. Hence, no one should be sarcastic at this point since the main objective is to achieve the decided results. So a bit selfish everyone has to be that the decided outcome has to be achieved anyhow and supporting each other would only do so. This will help go on with continuous feedback and continuous improvement
Enormous time is spent by people in meetings with an effort to produce results for success. But, for this, some actions have to be taken that make meetings meaningful. These actions have to be taken by meeting leader before, during and after the meeting is concluded.
There are some tips that help in making meetings meaningful and an output producing agent:
Before Meeting Begins:
Perform Pre-work in order to be successful in your meeting.
Smart planning needs to be done with points such as resource requirements in terms of people or tools.
Then establish goals that can be done in your meeting rather than going off track. The focus of meeting is actually determined by the purpose of meeting which has to be set earlier. Meeting is actually the best way to go for solving problems and improving processes. So a well planned meeting really brings these results.
Make sure that your key attendees mark their presence. And, for this, you need to have smart communication skill; so that you can send an invitation to them in a manner that they get attracted. If there is a thing that the key member has sent someone else (like his assistant or delegate), then this could most likely be due to your poor communication and interaction skills.
Pre-Work is the thing which most of the people ignore. When there is a group read-in, there are possibilities of successful meeting outcome. Hence, you need to share the Pre-Work with your likely meeting members. At least, 48 hours before meeting, this should be distributed.
Some of the documents are very important to remain ready with you such as: Reports & Data, Charts, Month-to Date Sales, Production Plans, PowerPoint Slides with discussion points, Meeting Minutes and Notes, Follow-Up from previous meetings and projects.
When Meeting Begins:
Now, during meeting, you need to use your time effectively and build enthusiasm for the topic. This will create full involvement from your participants. Hence, the meeting leader needs to set the positive tone by starting with the agenda, goals, predicted outcome.
An effective leader always keeps participants on track, makes sure that his words are being attended to with seriousness and full interest.
Your meeting must discuss the follow-up plan. This should include: specific plan of action, name of person who will act, due date to accomplish the task and taking consensus from members about what future happening or even should be taken as expected outcome.
Do not remain illogical. You should expect participants to wait for some real-life scenarios and hindrances in achieving goals.
Now After Meeting:
Distribute the minutes not later than 24 hours. Delay in distribution would mean that people will forget the expected outcome soon. Hence, sooner you do it, more the chances are there for them to remember since they would still be with fresh memory of meeting.
Now comes an important part, which is Effective Follow-Up of your meeting. For this, sharp observation of set deadline is crucial. Each person, responsible for taking action to contribute towards agreed goals, needs have an action plan. The most suitable way is to write up the steps in the planner.
The goal of the meeting facilitator / leader is to keep check on the meeting planner submitted by the action takers.
Follow-Up meeting has to be done at intervals. This time is for each participants to submit the progress report and raise hand for help. Hence, no one should be sarcastic at this point since the main objective is to achieve the decided results. So a bit selfish everyone has to be that the decided outcome has to be achieved anyhow and supporting each other would only do so. This will help go on with continuous feedback and continuous improvement
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