For some, meetings are the most despicable aspect of their lives. They drain time off the day, bore individuals to diversion, and leave participants feeling frustrated. As the colloquialism goes, “meetings are basic when you prefer not to do anything.” And yet meetings can be vital for critical thinking, reporting, constructive collaboration, and brainstorming. So how do we ensure that each meeting we are a participant in is significant , has a constructive outcome that is of value? Follow this 5 step process to ensure every meeting achieves something of significance.
Step One | Ask ‘Do we require a meeting?
Very regularly individuals set up meetings, when a phone call, a speedy coffee/tea break discussion or even an email could suffice. When choosing whether a meeting is really required consider the matter that is up for discussion, the multiple facets of that matter , the number of individuals to be included, whether the meeting is essential for relationship building, and solicit the individual inclinations and points of view of those included.
In the event that you decide to have a meeting, the following 4 steps will be significant.
Step Two | Preparation
There are 5 Ps to a successful meeting :
The main thing to consider when you choose to have a meeting is to satisfactorily answer the question why you are having it. A meeting to discuss points A-B-C is not an adequate motivation to have a meeting. You should be particular about who are the target participants in the meeting? What results do you have to achieve? What result are you looking for? What information are you seeking? What choices must to be made? If you can’t express a reasonable motivation behind the meeting, there ought to be no meeting!
Having chosen the motivation behind the meeting, you now need to decide the focus should be, i.e. what the plan will be. Without a motivation you’re in peril of winding up with a discussion fest, and talk in business in not cheap! Within the plan, plot to what extent you will require to discuss each point. This will then decide to what extent the meeting ought to proceed. HINT: this may come as an astonishment however meetings don’t need to happen in products of 30 minutes. If just 5 minutes are required, make it a 5 minute meeting. If 20 minutes are required, make it a 20 minute meeting. At this stage you ought to likewise need to choose who ought to be the meeting lead for every point that will be examined.
PEOPLE and PLACE
Now that you realize what needs to be addressed , you need to decide who should be there. This will then help you decide where the meeting ought to occur. The exact room that ought to be reserved for the meeting. You may likewise consider whether certain participants should be overseen/educated either before or after the meeting.
PLANNING for SUCCESS
This is about logistics and planning for the requirements in terms of equipment you need in the room, food for the participants, choosing whether the plan ought to be flowed up ahead of time, and if participants need to do any per-planning or meet some prerequisites preceding the meeting. As the meeting coordinator you ought to consider who, if required, will be in charge of taking the minutes of the meeting. Finally, it’s a smart thought to think ahead of any inquiries, concerns or issues that may emerge during the meeting and have suitable responses to handle these.
Step 3 | Meeting Set-Up
At the point of commencing a meeting, you may need to during the presentation clarify the reasons for the meeting taking place. This is imperative to ensure you are in control of the meeting and guarantee everybody is ‘on the same page’. Additionally it is also a time to fabricate compatibility amongst the participants. Meetings can also be extraordinary group building environments. A few ideas to accomplish this could be to recognize the latest achievements of the participants, share good news to the gathering, wish individuals for an up -coming birthday, work anniversary or special day.
Above all, this is the point in time when the reason for the meeting is sketched out, the plan secured and ratified by the participants and time limits for each transaction clarified.
Contingent upon the circumstance, you may need to cover demands concerning the utilization of cellular telephones, tablets, portable PCs and so on, how intelligent you expect the meeting to be, and regardless of whether freebees and leave-behinds would be made accessible.
Step 4 | Meeting Management
Meeting and time administration are urgent to ensure the meeting’s targets are met, so be vigilant. As you advance through the meeting, make a note of key results/activities toward the end of every point on the agenda. HINT: It is vital to check for inquiries or concerns before moving to the next point. Also ensure that you have the buy-in from everybody in the group. This can forestall disabling detours down the track. Signpost when you proceed to the next point. If long examinations begin occurring that could derail timings, you have to either ask for them to happen at a different time, or re-assess the plan and concur meeting needs with the participants. Flexibility can be vital!
Step 5 | Meeting Commitments
Every meeting ought to have a recap of all the choices and activities that have been agreed. It should be verbally shared as to who is going to get what done and by when. These responsibilities ought to be incorporated into the minutes of the meeting and dispersed to all the participants as soon as possible after the meeting ends.
Use the meeting to take control and get the participants on the ‘same page’. Make sure you accomplish the targets you have set out to achieve and wrap up with itemized next steps.
Prabha has over 30 years experience as an English teacher. She is also TEFL certified. She holds a doctorate in education from the University of Madras. Here, she shares the 5 step process for effective meetings.