How to develop effective meetings in my company
In companies there is an endemic disease that affects them all equally: "Reunionitis". The loss of productivity caused by the hours invested in meetings is one of the aspects that most concern the management teams. According to our experience, it is necessary to apply a methodology to ensure that meetings are productive: leadership, rigor and commitment. If you want to hold effective meetings in your company, read carefully the following steps.Steps to follow:
Think about whether the meeting is really necessary, as well as who must attend in an essential way. To know if the meeting could be avoided, define your objectives clearly and accurately and evaluate if you can wait.
Send the call with the order of the day in a documented manner. Set the start and end time. It is necessary that all attendees know the topics that will be discussed. We recommend you read the following article on how to remind people to attend a meeting.
Try to ensure that all participants prepare the meeting properly before its start. This will be achieved by sending the call, as we have communicated in the previous step.
Be punctual. Start at the scheduled time. Keep in mind, also, that the assembly should last less than an hour and a half to not cause fatigue. Do you already know how to place the tables?
The convener or whoever he or she designates will act as moderator and leader of the meeting. This should set clear guidelines when dealing with the issues of the board, it is advisable to avoid the "free way" to avoid creating dispersion among attendees.
Avoid all kinds of interruptions. Be warned in advance: Outside phones, phones, ...
Do not deal with issues outside the agenda.
Respect the interventions of others. Practice active listening and be concrete. Therefore, avoid absurd polemics or personal issues at all costs.
Record the meeting and send it between the next 24-48 h, unless otherwise agreed. In this you have to write the conclusions that have been clear in the session . This will encourage workers, who will give the meetings a relevant status and importance.
- Do not let the meeting become a monologue, monitor the feedback of the attendees.