How to run an effective meeting?
Meetings are disliked by the majority of people I know.
They despise ineffective meetings that serve no purpose other than to waste everyone’s time.
An effective meeting, on the other hand, can get a lot done in a short amount of time if done correctly.
A meeting should end with an agenda and a plan, but what if you are not in charge?
How do you improve the effectiveness of your meeting attendance?
To make the meeting effective, you must do more than just show up; you must prepare ahead of time, actively participate, and walk away with actionable results.
Here are some quick tips to help you as an attendee have a better meeting.
1. Examine Your Attendance
When you receive a meeting invitation, the first step is to determine whether you should attend the meeting. A day of back-to-back meetings is quite possible.
Are you really required? Request an agenda, review what is being discussed, and consider your role as well as the roles of the other attendees.
2. Go over the agenda
If no agenda was included with the meeting invitation, request one. Even if you have nothing specific to add to the agenda, you should still prepare for the meeting by reading the agenda and thinking about any comments, contributions, or questions you may have.
A meeting can also be a good time to cross something off your to-do list or pick something up with a coworker — include two-bird-one-stone items in your planning.
Alternatively, if this is a regular meeting, you may want to go over your notes from the previous meeting.
3. Be on Time
This one is contentious. However, I do not believe that arriving late to a meeting is acceptable.
It is sometimes unavoidable, but as an attendee, you should always try to arrive on time and put your best foot forward. If everyone encourages punctuality, future meetings will begin on time for all attendees.
4. Pay attention
Simply listening in a meeting can increase its effectiveness for you. Resist the urge to do something else during the meeting. Leave this for any genuine downtime during the meeting while waiting.
Also read : 7 Guidelines for Conducting Virtual Team Meeting
5. Make Observations
Even if someone else is in charge of taking minutes, you should still take important notes in your meeting notebook. It not only helps you focus during the meeting, but it also helps you remember what was discussed and turns those discussions into action items.
6. Make Action Points
When noting action points, be specific about what you intend to do and what you want others to do. If a discussion appears to be progressing without a clear next step, try to clarify what needs to be done next and by when.
7. Follow-up After the Meeting
Take 10 minutes after your meeting to clarify what needs to be done. Do any immediate post-meeting tasks, such as sending someone an email with a copy of a document.
Schedule any other follow-up actions in your calendar or add them to your to-do list — incorporate them into your regular system.
8. Meeting Evaluation
Your post-meeting review does not need to be a separate task or written exercise. Simply pause for a few moments to reflect on the meeting.
Consider whether your attendance was appropriate and efficient use of your time. Consider what you might want to say or do next time in terms of preparation or active participation. Finally, provide feedback to the meeting organizer or speakers.