We’ve all sat through disastrous meetings – the types of meetings that end without having achieved anything. Unproductive meetings are not only time wasters, they can demotivate and frustrate staff, which no organisation wants. So, what does it take to run effective meetings in your workplace?
Successful meetings allow employees to voice their opinions and ideas, increasing morale and team motivation, while also allowing the best ideas to come to the fore. Projects move quicker, people know what’s expected of them, profits increase – everyone is happier.
Conducting an effective team meeting takes a little pre-planning and follow-up, but the results can be astounding.
Motivate for Effective Teamwork
Planning is crucial to achieving effective meetings. Set out your goals and what you want the meeting to achieve, and keep that goal in mind until it is achieved. Only invite those who can contribute or who will be affected by the outcome.
Set an agenda and send it around to all those who are attending. This tells staff exactly what the meeting is about beforehand. It also gives them a chance to prepare and think about what they might be able to add.
Teamwork for Success
Chairing the meeting is another important factor. Having specific time slots for each topic on the agenda and not allowing anyone to monopolise the meeting time will minimise ineffective discussions. It will also allow people to remain interested and encourage more focus.
Keeping the meeting energetic and snappy will ensure you cut to the point of each discussion. This has to be balanced with allowing attendees time and space to share their input. Communication skills are key for the chair of the meeting.
End the meeting on a positive note. The Chair of the meeting should recap what was achieved and summarise tasks and actions going forward. Then follow up the meeting by sending an email to all staff with the tasks that have been allocated to them to achieve any goals set out.