Presentation by Sofema Online www.sofemaonline.com how to make your meetings more effective.

When delivered in a professional and effective way, a business meeting can be a constructive forum that serves to brief & engage, where new ideas can be tabled and where proposals can be discussed and considered in depth.

To achieve maximum effectiveness, meetings must be correctly organized and conducted, minutes taken, distributed, and followed up, following the basic rules of ensuring effective meetings are within the capability of all of us.

What Happens that Makes a Meeting Ineffective?

Several elements need to be in place to ensure an effective and successful meeting, including the agenda detail and the need for minutes to be taken. Without following simple rules, much time can be lost.

The signs of an ineffective meeting are clear to be seen if we look; in fact, there is even a tendency to compound the ineffectiveness when there are multiple indicators of a “poor meeting” present.

Effective Meeting – Best Practice

Meetings should always have a purpose; routine meetings that need to be scheduled should be kept as short as possible.

a) Lack of, or poor-quality, agenda will distract from the purpose of the meeting and without doubt lead to a poor meeting outcome, so always ensure an appropriately detailed agenda.

b) Ownership: The meeting must have an owner who is responsible for sharing the meeting agenda, ensuring that the minutes are taken during the meeting and formally distributed, and finally, ensuring that any actions are allocated to an individual with an obligation as well as a responsibility to deliver results.

c) Minutes are important. It is essential to ensure all details are captured and to make sure no action items are lost.

d) Lack of pre-meeting briefing or awareness of the details concerning the meeting purpose results in poor engagement & interaction during the meeting itself. Ensure that all attendees are fully briefed prior to the state of the meeting.

e) Ensure all required “people” attend the meeting or nominate a deputy. Attendance by the nominated person or deputy is crucially important, not only showing respect but also recognizing the importance of the meeting.

f) Ensure the meeting provides an opportunity for all attendees to share ideas and to have the opportunity to contribute in an effective way.

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