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Running Effective Meetings: Establishing an Objective and Sticking to It

Things you should keep in mind

...to ensure maximum satisfaction for everyone:

  • If certain people are dominating the conversation, make a point of asking others for their ideas.
  • At the end of each agenda item, quickly summarize what was said.
  • Note items that require further discussions. 
  • Ensure the meeting stays on topic.
  • List all tasks that are generated at the meeting. Make a note of who is assigned to do what, and by when.

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IDEA EXTRACTED FROM:

Running Effective Meetings: Establishing an Objective and Sticking to It

Running Effective Meetings: Establishing an Objective and Sticking to It

https://www.mindtools.com/CommSkll/RunningMeetings.htm

mindtools.com

4

Key Ideas

What makes meetings effective

  1. They achieve the meeting's objective.
  2. They take up a minimum amount of time.
  3. They leave participants feeling that a sensible process has been followed.

The Meeting's Objective

An effective meeting serves a useful purpose. This means that in it, you achieve a desired outcome.

For a meeting to meet this outcome, or objective, you have to be clear about what it is.

To prepare an agenda, consider the following factors:

  • Priorities – what absolutely must be covered?
  • Results – what do you need to accomplish at the meeting?
  • Participants – who needs to attend the meeting for it to be successful?
  • Sequence – in what order will you cover the topics?
  • Timing – how much time will spend on each topic?
  • Date and time – when will the meeting take place?
  • Place – where will the meeting take place?

Things you should keep in mind

...to ensure maximum satisfaction for everyone:

  • If certain people are dominating the conversation, make a point of asking others for their ideas.
  • At the end of each agenda item, quickly summarize what was said.
  • Note items that require further discussions. 
  • Ensure the meeting stays on topic.
  • List all tasks that are generated at the meeting. Make a note of who is assigned to do what, and by when.

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The first 5-7 minutes of a meeting

....is the most important component for conducting more effective meetings.

It establishes the parameters, organizes the terms of reference and tells everybody in the room w...

Begin right on time

During a meeting, do not penalize the people who were there on time by waiting for others who are late. 

Assume that the latecomer is not coming at all and get right on with the meeting.  

Encouraging open discussions

Leaders should take up the role of facilitators and avoid dominating the discussions.

During meetings, it’s very important to get input from everybody, not only from those eager to contribute but even from those who are shyer and less likely to speak up.  

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7 ways to have efficient meetings

  1. Decide if the meeting is necessary in the first place.
  2. Establish a clear purpose for the meeting and write up an agenda.
  3. Start on time and stop on time.

Be selective

When you start on a project, make sure it is something you are passionate about and you want to see through.

If you aren’t sure that this is something you really want to do, try it out on a s...

Estimate the resources you need

It doesn’t have to be exhaustive. Just a quick outline will help. The point is to have something that guides you.

Do a quick plan on how much time and effort this idea will take, so you can have a bird’s eye view.

Budget your time and energy

Good planning of resources help you plan out your energy and expectations. 

So plan out your time and resources accordingly and integrate them into your schedule/to-do list. Block out time in your calendar for the project. Give yourself some buffer as well, in case of contingencies.

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