Running Effective Meetings in 2024: Insights Session
Meetings can be fun and highly effective, but unproductive ones can waste time, especially if you’re busy. Every meeting should be meaningful and positively impact your role as we seek to be productive in the hybrid working world. Unfortunately, that might not always be the case.
Running a successful meeting is an art. Whether it’s a quick team call or one with brainstorming, following some basic rules can turn it fruitful.
Types of Meetings
Before we talk about effective meeting strategies, let’s understand meetings. Based on the agenda, insightful meetings can be classified as:
- Information Sharing
- Decision-making
- Innovation oriented
- Budget based
- Planning meetings
Key Points to Consider in a Meeting
I have divided this topic into three sets for both the audience and the meeting holder-
- Before the meeting
- During the meeting
- After the meeting
As A Speaker
When you are a speaker, you are the only anchor holding the meeting. Before calling a meeting, get clarity on the talking points mentioned below with yourself. Check out tips for running a successful meeting.
Before a Meeting
Intention: Set a clear intention for the meeting. This gives a subtle push to the mind to achieve it.
Agenda: This is the reason you are calling the meeting in the first place. Be clear about it, as it will be passed on to all the meeting members.
Clarity of Expectations: Be clear about your expectations from the meeting. That is how you set a space for other members to respond or share.
Time: Another important aspect of planning is deciding and adhering to the time.
Format: The meeting format works as an outline. It will help you fulfill your agenda and finish on time.
Communication: It is an essential and significant aspect of the meeting. 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. Communication should be crystal clear for both parties, i.e., holder and listener.
During a meeting
Time to Settle In: Start a meeting by giving each member time to sync. Give 1-2 minutes to settle down and review the agenda.
Make a Connection: Before starting with the main topic/agenda, make eye contact with each person in the meeting or share how they feel about the meeting—excited, nervous, etc. Ask if everyone is comfortable.
The Foundation: Communicate the points mentioned above to set the foundation for the meeting. Now, each person in the meeting is focused and connected to the meeting’s agenda, time, and format. Always set ground rules for the meeting.
Main Meeting: This is a test of your communication skills. Be specific and clear, and ask the members whether they can follow.
Questions & Comments: Decide the question and comment round format for better communication and easy flow. You can either allow them to ask questions during the meeting or at the end of it. Decide and inform all members at the very beginning to maintain the smooth flow of the meeting. Setting a particular time slot (within or after the meeting) is essential. It helps each member open up for comments and communicate. Be open to accepting queries, comments, and feedback. This builds an insightful meeting and a collaborative effort.
Closure: Check before closing the meeting that everyone understood, spoke, and shared. If you think there was less time to hear and give closing thoughts, 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 connect with everyone and make sure everyone is in the same space.
After a Meeting
Minutes of Meeting: Share minutes after the meeting. This is a great help for future meetings as it provides all the essential information that everyone should know.
Follow-up: Do follow-ups if necessary, as per the minutes of meeting prepared. This ensure that you have a effective meeting.
As an Audience
The next set of points is for the audience attending the meeting. Some essential points must be addressed when called to a meeting. Please read the three sets below for better clarification.
Before a Meeting
Preparation: Prepare beforehand in line with the agenda.
Make a Reminder: Be on time for the meeting. An effective meeting is a space where everyone is available and present.
During a Meeting
Be on Time: Time is crucial. Always join 5 minutes in advance.
Carry Accessories: Always carry a pen, diary for the meeting, and all other essential things required.
Listening Skills: Always be focused on the meeting and listen carefully. Be open to every suggestion, opinion, and communication. Keep your own story out of your head.
Be Assertive: Don’t leave the meeting thinking, “I could have said this.” Express your views and thoughts at the right moment in the meeting.
Express Yourself: Remember, you are called to a meeting because your view matters. So don’t hesitate to express yourself.
Make Notes: For future reference and ask questions if required.
After a Meeting
Take Action: Note down the topics and take action on the points discussed in the meeting with proper follow-up.
Clear Missed Points: Don’t hesitate to clear missed topics after the meeting and try to discuss and understand them.
Our Views
Meetings are an essential part of the corporate world. We wish everyone a fruitful meeting. The above checklist will help you in running effective meetings in 2024. From basic, day-to-day meetings to high-level corporate or board-level meetings, this will help you in all.
An effective meeting conducted through these steps can create a productive environment where everyone can contribute meaningfully.
To learn more about how to hold a meeting, leave your queries and feedback in the comment section below or share what you learned and insights for a meeting.
