Insights for an Effective Meeting

 

Meetings hold an important place in an organization's culture, work, and business. Here are a few experiential insights for conducting and being a part of a meeting.

 

Types of meeting

Based on the agenda of the meeting there are several classifications- 

  1. Information, 

  2. Decision-making

  3. Innovation

  4. Budget

  5. Planning meetings and the list is endless 

 

Keys points to consider when you in a meeting.

Audiance-Speaker-Meeting-Keypoints


 

 

I have divided this topic into three sets for both the audience and the meeting holder-

  1. Before the meeting

  2. During the meeting

  3. After the meeting

 

AS A SPEAKER


 

When you are a speaker, you are the only anchor who is holding the meeting. Before calling a meeting, get clarity on the specific points mentioned below with yourself. 

 

  • Before a meeting

  1. Intention- Set the clear intention for the meeting; this gives a subtle push to the mind to achieve it.

  2. Agenda- This is something because of which you are calling the meeting in the first place. Have clarity on it; when you have clarity only, then it would be passed to all the members in the meeting.

  3. Clarity of expectations- Be clear about your expectations from the meeting. That is how you expect other members to respond or share.

  4. Time- Another most important aspect of planning is deciding the time and adhering to it.

  5. Format-Decide the format of the meeting as it works as an outline. It will help you to fulfill your agenda and finish on time.

Once you are clear about the points mentioned above, let's discuss an essential and significant aspect of the meeting, which is communication.

As we all know, communication plays a significant role in the entire meeting from the stage of holding to the stage of delivering and ending a meeting. For both parties, i.e., holder and listener, communication should be crystal clear.

 

  • During a meeting

  1. Time to settle inStart a meeting by giving some time to each member to sync into the meeting. Giving 1-2 minutes to settle down and review the agenda.

  2. Make a connectBefore actually starting with the main topic, make the connection with each one in the meeting by making eye contact or by sharing how you are feeling about the meeting- excited, nervous, etc. Ask if everyone is comfortable.

  3. The foundation- Communicating the points mentioned above is setting the foundation for the meeting. Each one in the meeting is now focused and connected with the agenda, time, and format of the meeting. Always set ground rules for the meeting.

  4. Main Meeting- This is a test of your communication skills. Be specific clear and ask the members whether they can follow or not.

  5. Questions & Comments- For better communication and easy-flow, decide the format of question & comment round. If you want, you can either allow them to ask questions in mid or at the end of the meeting. Decide and inform all members in the very beginning to maintain the smooth flow of the meeting. A particular time slot (within or after the meeting) is essential to set. It helps each member to open for comment and communicate. Be open to accept queries, comments, and feedback. 

  6. Closure-  Check before closing the meeting that everyone understood and spoke and shared. If you think the time was less to hear, everyone is open to accepting the view sharing through mail or other messages. Check whether you can close the meeting or not. The idea is to be connected with everyone and making sure everyone is in the same space.

  • After a meeting

  1.  Minutes of Meeting- Share minutes after the meeting. Also a  great help for future meetings.

  2.  Follow up- Do follow-ups if necessary.

 

AS A  AUDIENCE

 

The next set of points is for the audience who are attending the meeting.
There are some essential points to be taken care of when called in a meeting.

Please read the below three sets for better clarification.  

     

  • Before a meeting

  1. PreparationDo prepare beforehand in line with the agenda.

  2. Make a reminder- Don't be late for the meeting.

    

  • During a meeting

  1. Be on timeTime is crucial. 

  2. Carry accessories- Always carry a pen and diary for the meeting, along with all other essential things required in a meeting.

  3.  Listening skills- Be focused on the meeting and listen carefully. Be open for whatever is there. Don't start your own story in the head.

  4. Be assertive- Don't come out of meeting thinking 'I could have said this' express your views and thoughts at the right moment in the meeting.

  5. Express yourselfRemember, you are called in a meeting because your view matters. So don't hesitate while expressing.

  6. Make notes for future reference and ask questions.

      

  • After a meeting

  1. Take actionNote down the topics and take action on the points discussed in the meeting with a proper follow-up.

  2. Clear missed points- Don't hesitate to clear missed topics while meeting and try to discuss and understand after the meeting.

 

My views

Meetings are an essential part of the corporate world. A fruitful meeting is what I wish for everyone. The above checklist helps you to hold an effective and efficient meeting from basic, day-to-day meetings to high level corporate or board-level meetings. An effective meeting conducted through these steps can create a productive environment where everyone can contribute in a meaningful way. 
 
To know more about how to hold a meeting, leave your queries and feedbacks in the comment section below or share your learnings and insights for a meeting.