If you’re the one in charge of running meetings, there are some right ways in which and plenty of wrong ways to do it. Once you get it right, you may encourage others to participate in the meeting. You may also get them excited concerning attending your meetings. If they don’t get excited by them, they won’t dread them.
The first attribute of a very good meeting is one that ought to be considered the golden rule of meetings. Don’t re-examine the time you advertise. You need to schedule your meetings to be no more than one hour unless there’s an unexpected circumstance. If your company lost sales to a rival competitor, it may be your best interest to explore the reasons why this may be considered one of those circumstances. However, you should still continue to limit the amount of time and advertise the meeting duration beforehand.
The next attribute of a good meeting is to motivate people to engage people to not be present at the meeting, but also to be an active participant. If you have scheduled the meeting for an hour (or longer) and you are doing most of the talking, you can be sure that most of the attendees will get bored. Many of them will try to sneak some texts while you are talking and they will not remember anything that was covered in the meeting. A better approach would be to have a scheduled format giving each person certain amount of allocated time to speak during the meeting. Make arrangements in advance with each person the amount of time they will have available to speck in order for them to be prepared. As the moderator of the meeting, you must it clear that they must stick to the schedule and politely inform them that they must not go beyond their allocated time to speak. If they ask for more time, remind them for the meeting to finish on time the schedule must be followed.
Create action items that need to be completed. The meetings as a platform should be used to align everyone’s understanding of a particular situation or project. If the attendees of the meeting devise a list of actions they need to complete, there will not be any misunderstandings about the purpose or reason for the meeting.
Confirm via email the minutes of the meeting. It’s best to have someone who served as the writer of the minutes. You should assign someone before the meeting and don’t assume someone else took notes. Even people who took notes won’t necessarily write about everything discussed. Make the process formal by assigning someone to the task.
Arguments and heated discussions can happen during meetings. As the moderator, make sure people don’t shout and curse. It’s okay for arguments to occur if they are civil and don’t get personal. It’s your job to ensure they stay that way. If a discussion gets out of hand, take over the discussion and give people time to calm down.
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