Tue, July 16, 2019

Meetings: 8 Tips to make them more effective

Since you will have to have an official meeting, why not make them worth your while. Having an effective meeting means that you will have a meeting that meets the goals you want to accomplish.

Here are some tips to help you:

1. Start on time. If you start late, people will come late. Value your time and theirs by starting when you said you will

2. End on time. Many people are busy. Make sure you do all you can to end on time. If you have to go over, give those who need to a chance to leave.

3. Give info ahead of time. Email or hand everyone what you need for the meeting, they will have time to look things over before the meeting.

4. Send the agenda ahead of time. Make sure it had the date, time and location of your meeting. Send it to them a week ahead of time, then remind them Monday of the meeting and maybe even the day before the meeting. Reminding them frequently shows the importance of the meeting.

5. Set up the meeting facility. Make copies, put your copies together, test any electronics you will be using. Make sure chairs and tables are set up and clean. Make sure the A/C or heat is on. (This means you have to get there at least 30 minutes early!)

6. Use the agenda. During the meeting, try to stay on target with the agenda so everyone knows what you are talking about as well as where you are in the meeting. It helps you keep people on track (more on this later).

7. Keep good notes. We call our note taker ‘the scribe.’ Any decisions should be written down to make them official. Send these notes out within a day or two of the meeting.

8. Include an “action item’ section. At the end of each meeting, cover what needs to happen and who needs to make it happen. Kind of like a summary for what you accomplished in the meeting. Also, make sure you cover the date, time and location of your next meeting.

BONUS: Give everyone an assignment for the next meeting. They are more likely to show up if they have something to do.

Checkout our whole series on meetings. You can only get better, by learning to be better.

Do you have any other tips for our meetings?

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4 Comments to “Meetings: 8 Tips to make them more effective”

  1. Tyler says:

    I liked the post but I wanted to add that if you remind them too much than more than likely they might get annoyed. Also you should have things for taking notes such as pens and paper. Good job

    Tyler

  2. Rober says:

    Remember also to enforce Robert’s Rules. They will only help you if you use them. Same goes for any method of assembling meetings.

  3. admin says:

    I would say ‘abide by’ not enforce. We want everyone in the meeting to feel like they are important. Leading a meeting does not make us the dictator.

  4. admin says:

    Yes, too much can get annoying. I had one company that sent and email each day for two weeks. Then, they called to remind me the week of the meeting. You can definitely go into overkill mode. Keep it simple, one a week a head of time and one a day or two ahead of time.

    With that being said, there are a lot of ‘response’ type programs where people can respond to say they are coming. It only sends a reminder if somone says they are unsure or if they did not reply.

 
 

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