It is said that business professionals spend about 31 hours of their time every month on unproductive meetings. Sometimes they have nothing to do with the meeting they were called for, other times the meetings are not productive because it lacked some well-established rules. Nonetheless every business no matter the amount of employees have meetings as a normal pattern for getting things done. If a business meeting can be conducted the right way it could prove to be very efficient and very effective. As it is not just one of the most essential ways for employees to communicate, it is also very important to the way a team gets their work done. Team meetings are used to give members the means for coming together to determine a common goal and work out a plan on achieving it.
Below are a few pointer for conducting a proper business meeting
Always Come Prepared
For a good meeting to ensue, objectives should be handed out prior to the meeting date. The meeting objective is a list of aims that are expected to be achieved by the end of the meeting. It defines the direction of the meeting. This is the best way for all participants to attend the meeting, better prepared and ready to discuss or deliberate or just brainstorming for ideas.
Ask a secretary or any meeting attendee to record the minutes of the meeting in order for everyone to recall what has been discussed and the decisions that were made.
Start and Stop
No one wants to suffer through a meeting that will end far beyond the stated closing time, but we all have. There is no better way in showing respect for your employees’ time, but by starting and ending the meeting as appropriated. Hence, allocating time frames for each step of decision making or idea generation, one could be able to estimate the time needed to have that meeting.
Fewer can be better
Meetings are to be called only when it is absolutely necessary. Before you call a meeting you will need to ask yourself could there be another way of achieving your goal? Either by having a conference call, sending an email, or perhaps a one on one discussion with someone in the company.
Also the fewer attendants in the meeting the better, only invite to meetings people who are stakeholders in the agenda for the meeting. This could be a way of not veering away from the topics of the meeting.
Meeting agendas have to be followed closely in order to make the meeting more efficient. Do not allow participants of the meeting veer off into other issues. This will allow the meeting end in time, with most if not all objectives fully met.
At the end
Appropriate time before the end of the meeting for a question and answer session. To clarify areas of confusion during the meeting, or to allow relevant and important thoughtful contributions to be heard briefly.
Try ending the meeting on something positive that inspires attendees to accomplish the goals and matters discussed.