To organize a successful meeting requires few tasks. We will understand here about these in organizing a successful meeting for better output.
In today’s dynamic business scenario, in any Organization irrespective of its size, it is very important to meet and discuss internally regarding the various aspects contributing to the growth of the Organization.
At the same time, other parameters which may be affecting in performance. These discussions can be among the team members of particular or different department.
Further, these discussions are not restricted to be had within the Organization but also apply with the associated customers and vendors for business as it helps in resolving the issues, take feedback and any other point beneficial to everyone involved.
This can be achieved by organizing the meeting with the concerned to assess the occurrences. What you do in your business, is overtaken by how you function. Similarly, how you organize the meeting becomes a vital ingredient.
Purpose of Meeting
The purpose of a positive and meaningful meeting is to create the stipulations and atmosphere that enable for centered attention, pensive responses, and in depth linkage among participants by means of how they exhibit and contribute which makes a meeting really fruitful and productive.
It is utmost important and essential to observe decorum and maintain the discipline. Instead of speaking directly in between the ongoing talk, it is highly suggested to raise the hand so that the discontinuity is avoided. Every member should be respected to avoid conflicts so that the outcome at the end of the session is favorable and helpful for all.
The other side, if to be looked at, it is to be diligently decided that should the meeting be held or all the members are required because there can be many other ways and means to meet the objectives and purpose.
The decision entirely lies on the competitive and decisive authority by answering few questions like
1. Scheduling this meeting is required!
2. Achievements vs. time ratio!
3. Level of statistics or decisions!
4. Who will be the Attendees
What makes a Meeting a Successful Meeting?
Team alliance is the key factor to have result-oriented meetings as it is well known fact that by and large many people in the organization don’t like to attend meetings.
This happens for the simple reason they carry the fear in the mind to face the situations or not prepared or lack in execution. Another thought process for them is that a meeting is waste of time and does not help.
No meeting is negative or positive, however, a right kind of assembly can resolve many issues and by way of regular practice develops self-consciousness and they become the good contributors.
It is like inculcating the right thought process to show up. Request to be present at the venue at least five minutes before the schedule time will save time.
Sometimes, organizing a successful meeting becomes demanding as it requires timely communications, coordination among many involved directly or indirectly to make it successful event. A meticulous out of box planning and equally effective execution leaves no room for event to fail.
10 Steps for Successful Meetings
1. Meeting Purpose & Objectives
A successful meeting discussion begins with a shared appreciation about the cause of the meeting. Few minutes should be utilized as opening comments describing the need and motive of meeting.
The Point wise Agenda with Purpose and Objectives clearly mentioned should be circulated beforehand of time which helps each attendee to prepare and present appropriately.
Subject can be mentioned with category like marketing, finance, purchase or any other group. A copy of agenda as a ready reference can be provided before the meeting commences.
Agenda should also mention category or even some background to improvise in the current meeting. Small reminders for the meeting can be sent a day prior.
All objectives and targets under the Agenda should be designed as
With this, involvement, suggestions, responses and feedback become useful and to the point.
2. Time Management
Maintaining the time schedule is a necessary component of organizing the event. Starting, during the course and finishing on specified hours definitely bring desired output.
To accomplish this, facilitator has to play important role to control the flow within the decided agenda. Any diversions from the agenda and objectives, if found irrelevant, should be announced politely and the participant should be requested to cease there and come back to the applicable point of discussion.
Every point of discussion in the agenda should be time framed which allows felicitator to monitor the proceedings.
3. List of Attendees
For a successful meeting to be precisely triumphant, suitably required team members should be invited for participation. Merely adding head count is never useful.
Moreover, each participant including facilitator and team leader must be assigned with the specific role for presenting the information in line with the agenda. This also avoids repetitions.
It is also required that all participants should speak as there may be few introverted who like to keep quiet. Encouraging participation from time to time also helps. Not to miss out, participants in the list can be asked to for any reference who can contribute.
One IT person should be available to handle any untoward situation while using electronic equipment. If there is guest speaker, should be greeted formally and should also be felicitated.
4. Collecting Oneself
To be able to participate in a better manner, it is essential to keep oneself calm and composed. To attain right state of mind and intellect, deep breathing and controlling the unwanted thoughts can be of great help.
At no time, emotions should overpower the intelligence so as to maintain the protocol and decency. Sharing the sense of well being with others also helps.
5. Meeting Norms
Setting up the norms to which everyone should adhere and exercise the accountability and become answerable. This may help in understanding for evaluation of norms in the upcoming meetings. Thoughts and propositions from others should be taken unbiased and need may be, the queries can be cleared by means of putting up the connected questions.
Acknowledging the valid points with the right spirit really makes a successful meeting. More meaningful, more productive. Response should be meaningful and not simply a reaction.
6. Abolish Distractions
A successful meeting avoids use of Smart phones, i Pods which can cause diversion from the course of meeting. They will not be able to focus and contribute appropriately due to checking mails, messages or even simply surfing.
All the gadgets should be kept on silent mode or away from the possession. During the breaks, these gadgets can be accessed to respond on the calls or other communications.
7. Add Humor
At certain intervals during the meeting, adding up some humor statements make participants at ease and inspired. It also helps in boosting the morale and bringing the energy among all.
Smile at the face brings togetherness. The elevated mood makes person to perform better. At this juncture short breaks can be allowed to make people comfortable and continue with better attention but again schedule is to be kept in mind for timely conclusion of successful meeting.
8. Minutes of Meetings
Preparing the minutes of meeting is another important parameter. Besides, minutes are the record of meeting proceedings which include the names of participants, points discussed, issues raised and related solutions provided along with accomplishments.
The motive behind making the minutes is what actions have been delegated to whom with specific timelines to complete it. Minutes of meeting are permanent record which is reviewed time to time to ascertain the progress and providing the lead in the subsequent meetings.
Before announcing the closure of meetings, it is always recommended to recap the proceedings of the course with all accomplishments as per agenda and any additional dialogues, decisions made and agreed action plan.
In the closing comments, firstly, each and every participant should be thanked for their time and contribution to make the meeting interesting and successful.
Secondly, as the time permits, participants may please be allowed to share the response with short comments. How everyone is feeling after the meeting can be shared that fits into one breath moment. Distinctive value additions should be appreciated with open arms.
10. Follow Ups
Periodical follow up with all the concern should be taken into the practice. This will help in tracking the progress and developments taking place.
Additionally, members assigned with actions will also understand the value of meetings and time spent. People meeting the timelines should be recognized in the group and adding few inspiring words while acknowledging the work done will definitely push for further additions.