Posted on October 5, 2020
Steps to Running a Productive Meeting
Whether you are planning a group meeting for your company networking or want to have a group of colleagues in some sort of discussion, a little planning will go a long way in making your meeting a success.
Few things are more frustrating than spending valuable time on a date only to disappear like time is wasted. We have a meeting to get ahead, get things done, set goals, and make improvements. If neither of these things happens, the purpose of the meeting is lost. In order to have a successful and productive meeting, there are some simple basic guidelines to follow.
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1. Have an agenda
Except for the first meeting, the agenda must have been made at the previous meeting. However, a clear agenda must be drawn up for the first meeting. The agenda should contain a list of topics to be discussed at the meeting. If different people discuss the topic, be sure to include their names next to the topic.
List the order in which the topics were discussed. Also plan time for warm-up discussions, coffee breaks, and post-meeting evaluation times. It's a good idea to give a brief overview of the agenda before starting a discussion on a specific topic.
2. Have a moderator
Designing someone to be a moderator helps to keep the meeting focused and moving forward.
The moderator also helps direct the conversation when the participant starts walking on tangents and also works to attract the calmer members to the meeting while belittling those who tend to be domineering. The moderator is also the person who ends the meeting.
3. Make someone take a few minutes
Everything it takes to make time for someone to take notes on everything that matters during the meeting, eg. For example, important moments and concerns raised, what decisions to make, who will do what, and so on. These notes can be used for future progress reports.