Effective meetings aren’t the result of luck. They require time effort, energy, and a lot of planning to ensure that everyone is satisfied that they gained something from the experience. Effective meetings require planning, time and effort to ensure everyone feels that they have gained something from the experience.
The preparation for meetings begins by knowing what the purpose of the meeting is. What are the expectations of the group to accomplish by the end of the session? This is often referred to as the “Why” behind the meeting and is the basis for your decision-making as well as the discussion topics and the results. It’s crucial to establish a single goal and stick to it so attendees are able to remain focused throughout the meeting.
Asking clarifying questions before the meeting starts is a good idea. Discuss the questions with your team so that they can prepare. The delay in waiting until the meeting to ask questions wastes lots of time during the meeting that could be spent on other tasks.
The creation of an agenda is a important aspect of preparing for meetings and it’s important to make this transparent, open and accessible to everyone. The agenda gives structure to the meeting and makes sure that it is on topic.
It’s a good idea also to assign a person as the note-keeper and timekeeper to ensure the meeting starts and ends on time and that agenda topics are discussed in the right order. It’s also beneficial to assign someone to deliver the notes after the meeting, ensuring that all the key details are documented and distributed.