There are many reasons why meetings are conducted but three important reasons include discussing issues that affect the organization, reviewing these issues and updating the staff on the next steps.
However, calling a meeting for good reasons doesn’t magically solve a company’s problems. What solves the company’s problems is: understanding how to organize, conduct and run effective meetings that get the job executed. Here are 5 ways to run a meeting that produces results:
Have a Clear Goal
Whether it’s a quick 30 minutes conference call or a 2-hour long seminar, having a clear goal is key to setting a result-driven meeting.
As a company’s CEO or manager, you will appear disorganised in front of your staff and may begin to drift if there is no clear direction for your meeting. Like a map, a goal sets the journey of an effective meeting, to a desired destination. Before setting up a meeting session, you should ensure that you:
- Understand the company’s overall objective
- Decide on the particular issues to tackle during the meeting
- Present your organizational goals as clearly as possible
Invite Only Key Players
You must carefully select key decision-makers in the company to attend the meeting. This is because meetings are held to achieve profitable results for your business, and it is important to avoid unnecessary distractions and arguments during the course of the meeting.
If you want to run a successful meeting, summon only your key staff because they make things happen, and set the stage for constructive engagement.
So, you call up a meeting, gather the decision-makers, and fire up the discussions. Whenever the participants’ throw in their opinions, you sulk, express your disapproval and, push your opinion even further. After the meeting, the issues still don’t seem to be resolved.
The truth is that you are probably not listening to constructive opinions and criticism of others. Whether you’re the CEO of the company or a manager, you must learn to be open minded, listen and this will help you to become a better leader. The meeting should be interactive and you should give your subordinates the opportunity to present their opinions. Pay attention to them and that way, you may even discover arising issues that you never thought about.
You must take charge after gathering all the opinions presented at the meeting. You are the leader and only your decision remains final. It is just as important to listen to various suggestions, as it is to take a decisive stand on the discussed issues.
Close with an Action Plan
A meeting with no action plan is a waste of time. After spending an hour or two exchanging ideas, it’s your responsibility as a leader to close the session not only with a warm smile, but also with plan of action, detailing the next steps. The next time you conclude a meeting, ensure that you:
- Formulate a plan of action
- Inform your staff about the outcome of the meeting
- Follow up after the meeting to ensure execution of plans
Running an effective meeting will ultimately help you achieve your business objectives. Take heed of these tips and you will be amazed at the progression of your company.