How to organize a productive meeting
You might have asked yourself the question how to organize a productive meeting next time after you came out of a meeting feeling that nothing was accomplished and it was a waste of your time? ? If a meeting is causing you to feel and think this way, it is often because of poor planning. Unproductive meetings can also take time away from actually getting important work done. This generalization of meetings may be more common than many of us would like to believe.
But, meetings are not always unproductive.
For instance, when you need the input of many members of the team. When you are running an effective business, sporting event, or non-profit organization. Meetings are essential to keep everyone informed about the organization or business’ happenings
You can share valuable information during meetings. Such as
- group issues
- constructive feedback on operations or events.
People become upset when you call meetings at the last minute, with no set agenda, plan, or directive.
Avoid setting a meeting when you can deal with items one-on-one or through email. Generally, these kinds of meetings are seen as another waste of time.
How To Organize A Productive Meeting
To avoid ineffective meetings with no results and no action, the following 9 tips might be helpful:
A productive meeting must have a common purpose.
Meetings are meant for people to come together for a common purpose to discuss items that you can’t do with a few team members. Meetings are meant to inform and receive information from all key players. Proper planning and effective facilitation make people feel that they are not wasting their time.
A productive meeting must be scheduled ahead of time.
Schedule meetings ahead of time, giving participants adequate time to plan their schedules. Some of the best times are later in the day or first thing in the morning. What is important is an adequate meeting notice.
A productive meeting must have an agenda.
You should always create an agenda, including the topic for discussion and who will be facilitating that topic. Always discuss high-priority issues first, in the event that you run out of time towards the end of the meeting.
Participants must have time to study the agenda and prepare.
Send the agenda should well in advance of the meeting. This gives the participants time to prepare for the topics that will be discussed.
The time and place must be listed.
Have the time and place listed on the agenda, and begin the meeting promptly. This will teach participants that you take their time seriously at meetings and that you will not tolerate tardiness.
All non-essential devices must be turned off.
Inform all participants that cell phones and other technical devices are not to be used during the meeting for any other purpose than taking notes. Cell phones should always be turned off.
There must be time for discussion.
Each agenda topic should have time for discussion, and a set time for outcomes. If you can’t reach a clear result, establish a follow-up time for the next scheduled meeting. Assignments of follow-up items should also be delegated now.
Keep to the scheduled time
The meeting should be held at the time it was scheduled for. Any items not discussed by the end of the meeting should be placed first on the next meeting’s schedule.
Recapitulate the follow-up responsibilities.
At the end of the meeting, the meeting facilitator or note-taker should review follow-up actions, so everyone is clear on their responsibilities.
Want to try a more drastic measure? Cancel your regular meetings to see which ones you miss and want to restore.