Effective Business Meetings
Guide to Effective Business Meetings
meetings can be productive and effective or they can be a
time. Many find them boring or a way to get out of
have an effective business meeting you need to implement certain key
First of all, find a way to bring together the agenda of the meeting
with your mission—what you want to accomplish. In other words, use your
company’s mission statement to delve deeper into your business
objectives and strategies. This should be the focal point of your
meeting and your goals
for the meeting. Then, bring to the meeting as much inspiration, energy
and support that you can muster. Those at the meeting will pick up on
your energy and motivation and it will spread to them. No one wants to
come to a meeting that is cold, unsupportive or uninteresting. Good communication and
sharing will help the meeting to stay lively and engaging.
Then, look for ways to improve communication
and productivity at the meeting. At the meeting share and discuss new
books, videos or articles that have recently come out—books and such
that might bring new ideas to the meeting and the business at hand.
And, hold your meetings often—not just now and then.
Also, keep your meetings
brief—no more than an hour. Have your meetings take place at a certain
time of the day and begin and end them promptly. This will keep things
on track and will help you get things done in a timely manner. If
anyone is late, let there be some brief discipline such as directing
that person or persons in giving their report first. To have effective
business meetings rules must be enforced.
Assign someone to take the minutes of the meeting. This is important
because it details what happened at the last meeting, what is expected
at the current meeting and be sure to also describe the goals of the
meeting. Addressing the minutes of the meeting should be rotated to
others at every meeting. This way everyone participates in the group meeting.
In addition, at each meeting provide some kind of proof—some
description of how the business is going such as using overhead slides,
graphs or pictures of what has been going on since the last meeting.
There are some who suggest having the person who reads the minutes—to
do this. This provides for an even flow of information.
Be sure to be in control of the meeting. There is nothing worse than
having several people in charge of the meeting, with many interruptions
and finding out at the end of the meeting that nothing was
accomplished. The one in charge needs to be forceful, assertive and
work to keep things on track. And, be sure to document key decisions and
make sure that they are distributed to everyone who is involved. This
should be done soon after the meeting. In addition, keep debate and
conflict issues productive and on a professional level. Discuss
difficult topics with candor and once the topic has been discussed and
ideas given to resolve the conflict or topic, then move on. Be careful
not to attack the person but only attack the problem.
Lastly, effective business
meetings can be accomplished but only if everyone cooperates and
contributes to the goals and mission of the
Effective Staff Meetings