Another meeting is scheduled for today? Your daily game plan now shifts to meeting preparation. Yes, there is one, but is there an agendas and purpose? Who else is invited? The interesting point is that these questions are not unusual or atypical.
Meetings are a great source of information and a huge benefit for the organizations that schedule them when they are needed. If scheduled carelessly, they come at a cost in both time and money.
Below are seven ingredients for productive meetings:
- Make sure there is a clear reason to have a meeting: Many meetings should not take place. They have no rhyme or reason. Does that every Monday morning meeting at 7:30 a.m. really produce results? Some regular meetings are scheduled from past habit not current purpose.
- Be on time: Courtesy is important; no shows and late arrivals disturb the speakers and basic flow. Start every meeting on time with everyone present.
- End every meeting on time: A trusted timekeeper is essential in meetings. Agendas are completed in a set time limit.
- Brief latecomers at break: Make that first break a short catch up session. The five to 10 minutes needed to get everyone up to speed make for increased productivity.
- Have a set agenda: Meetings need definable purpose.
- Move from important to less important agenda items. Getting the most important items discussed first will make the overall process successful.
- Have a scribe: Note taking is very important. Have a note taker document all the information and send the minutes out within 48 hours.
Meetings that have purpose are welcome to everyone. When they are effective and productive there is increased opportunity for everyone.
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This is an informative write up. I too have to organize very first business meeting at some domestic event space San Francisco. It will be a big event so I was quite nervous but your professional tips have helped me a lot. Keep sharing such posts dear!
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