Here are some tips to getting the most of your meetings...
If you have a reasonable goal for the meeting, then you will know whether the meeting was successful. This is also helpful to determine who needs to be in the meeting. Here are some meetings you could be attending:
- Update meetings – these meetings normally require the entire team to be present to make sure everyone is in sync and understanding all the issues. The goal is usually to create an action plan of who is doing what by when
- Resolution meetings – the goal of these meetings is to solve a problem. These are typically brainstorming sessions to get creative solutions. If not all the facts are present, then multiple meetings may need to take place
- Sales/marketing meeting – these meetings are typically to gather information to understand the needs of the client and see if there is a match for the solution.
- Education – these meetings are typically to educate someone on a topic.
2. Respect time and stay on topic
As the facilitator of the meeting, you are responsible for staying on time. I know sometimes people get off topic. Depending on the situation and the type of meeting you are in, it might be appropriate to say “We seem to be getting off topic, perhaps we can discuss this outside of this meeting” or perhaps it’s a new action item on the agenda!
If you are going to go over in time, make sure everyone is in agreement to go over and adjust accordingly.
3. Take minutes
People have short memories and can’t remember what they committed to! Either you take notes, or assign someone to be the minute taker. The most important part of running the meeting, is to make sure it is clearly defined WHO is going to do WHAT by WHEN.
Taking notes is one thing, but the most important is sending out the notes in a timely manner!! This ensures there is clear communication and everyone knows what they need to do. Sometimes it’s just a matter of sending out a simple email with all the notes on it.
A well-run meeting will save you time in the long run. Everyone will understand the expectations and things will get done faster with less misunderstanding.
If you are having troubles incorporating effective meetings with your team, contact NCP Consulting for a free consultation.