Quite often we feel that business meetings are a waste of time or even believe that the problem could have been solved with a simple e-mail. However, sometimes they are necessary for defining new goals, planning a strategy with a specific client or motivating a team, and that’s why you need to know how to conduct a meeting the right way.
If you are in charge of leading a meeting, this article is for you. We will help you to change the mindset of your team and make everyone happy with the productivity of the meeting. It will also help you organize your time better and be more efficient with the rest of your tasks.
Summary
- To run a meeting effectively, you need to prepare properly and in advance. Nothing will go well if you act on the spur of the moment.
- Make a plan, always prioritizing the goals you want to achieve. Pay close attention to the participants, and the time and place of the meeting.
- Try to get away from the routine and inspire your colleagues with new ideas. It is much easier to work with people who are happy.
What you should know about running a meeting
Leading a meeting is a great responsibility. All participants are ready to take time out of their work to listen to you and have a discussion with you. Therefore, you need to take certain steps that will allow you to achieve your goals successfully.
How to hold effective meetings?
A meeting becomes effective when all members leave with the feeling that the meeting has been productive. To manage your meeting this way so that no one feels that they have wasted their time, you should follow these steps:
Prepare
Create an agenda for your meeting with all the key points you want to discuss with your colleagues. It is important that you always follow a common thread to prevent the discussion from getting scattered. Review the agenda throughout the meeting to maintain dynamism and meet the objectives you have set for yourself.
Create a comfortable atmosphere
To ensure that everyone is confident to make comments or ask questions, it is important that you relax the atmosphere. From the beginning of the meeting, use a friendly and approachable tone. Also, try to maintain your enthusiasm throughout the process so that others are infected by your enthusiasm.
Encourage participation
Protect each participant’s role and give them the time to express their ideas. It is much better when there is a two-way flow between everyone.
Keep the attention of all participants
Try to follow the important points of the agenda. Stop every time you finish a point, ask if your team has questions, and give a brief summary of what has been established so far. If the meeting lasts more than one hour, consider taking breaks to relax for a few minutes.
Suggest a plan of action
To ensure that everything that has been discussed is not just words, propose concrete solutions for each of the points discussed. Try to do this at the end of the meeting, as a conclusion. This way, everyone will know what role they have to play in this specific problem.
Organize the next meeting
Before ending, try to set a date for the next meeting. This way, you will be able to count on most of the members and avoid problems with availability.
How to set up an agenda?
Having a good agenda will allow you to address all the topics you need to, without losing focus or wasting time. Follow these steps to manage your meeting in an organized way:
- Identify the goals of the meeting.
- Encourage the rest of the participants to propose topics.
- Write down all the questions you want to ask
- Estimate the time you will spend on every goal.
- Name the speakers for each topic.
What should you consider when planning a business meeting?
The reality is that we never have time to prepare for a meeting. However, if you give yourself the space to plan ahead, you will have a much more effective outcome and use the meeting time efficiently. This will save time for you and your team:
Select all participants
Take your time to think about who should be at the meeting and choose only those you consider essential.
Choose a suitable schedule
Think about the participants’ characteristics and choose a schedule that suits their personalities. While most people are more efficient in the mornings, not everyone fits this pattern. Adapt to a schedule that they are comfortable with.
Opt for a place
It will depend solely on the type of meeting you have. Think about the goals you are trying to achieve and base your decision on them.
Submit the agenda
This will give your team a sense of predictability. You will also give them the opportunity to contribute ideas and questions they want to ask.
Adopt a presentation mode
Think about the technological tools and equipment you will use and test them beforehand to make sure they work properly.
Send reminders
The day before, remind all participants of the meeting. You will achieve perfect attendance and generate expectations in your colleagues.
How to prepare yourself mentally to run a meeting?
You may feel nervous or anxious before leading a meeting. This is normal, considering the level of responsibility you will be handling during the process. You can try the following techniques to combat these fears:
- Diaphragmatic breathing: You must breathe deeply and slowly, bringing the air to exhale through the abdominal area and the mouth.
- Have a sip of water: It will prevent you from having a feeling of dryness in the mouth, and you will be able to concentrate more clearly.
- Muscle relaxation: It consists of tensing and relaxing the muscles consciously. You can start this process a couple of days before the meeting to feel more relaxed when it comes.
- Positive thinking: Project the best possible scenario for the meeting. Imagine as many details that you consider successful and visualize them in your mind before the meeting.
How to stand out in a business meeting?
In order to stand out at your meeting, you need to be attentive to every detail. It is important to be aware that most of the participants may not be willing to attend. It is normal for them to see the meeting as a waste of time, and it will be your job to convince them to change their mindset. Put these secrets into practice, to stand out in your business meetings:
Step out of the spotlight
While you are in charge of managing the time of the meeting, you should not hog the spotlight constantly. Allow others to express themselves and discuss ideas together.
Be concise
Time is valuable to everyone. Try to focus on the most important points of the meeting so that no one is distracted, and you can achieve the goals you have set.
Highlight your team’s achievements
No one is successful without supporting each other. Thank your teammates for the results they have achieved, and encourage them to feel more motivated about future goals.
Lean on technology
Nowadays, technology has become one of our greatest allies. Try to find tools that allow you to make your presentation more dynamic and interesting.
How to lead a business meeting in a fun way?
The course of a meeting can be a very routine moment for everyone. One of the main reasons why people don’t enjoy business meetings is because they are quite predictable and tiring.
In order to surprise your team and create a more fun atmosphere, try:
- Use a dress code
- Use sticky notes of different colors
- Propose games
- Assign roles to participants
- Change the meeting place each time
- Give small incentives
How to lead a virtual meeting?
Due to the pandemic, the vast majority of meetings are now held remotely. While not much has changed in the way you prepare, there are elements you need to keep in mind to provide a good experience for your colleagues during virtual meetings.
In addition, you should keep in mind that your intention is to convey a message directly to your team. If you fail to be clear, the meeting will simply be a waste of time. To avoid that, try to take your time:
- Choose the platform: You must pay attention so that none of the participants has connection problems. Try the different options and see which one is the best for the type of presentation you have to give.
- Find the right place: Being at home can be an advantage, but sometimes it can be a big headache. Try to set up a quiet space away from the noise and where you will not be disturbed by other family members.
- Encourage the use of the camera: In order to transmit your message more efficiently, it is important that you can observe your colleagues and that they are able to look at you. This way, you will know if they are enthusiastic, need a pause or a change in the tone of your voice.
What to do after leading a meeting?
The end of the meeting is crucial to the success of the meeting. You need to give a clear and concrete message so that everyone knows how to act in terms of the goals set. If there are no clear guidelines, it will all be a waste of time.
To ensure a successful meeting:
- Allow everyone to clear up any doubts they may have.
- Draw a conclusion from the discussion.
- Schedule the next meeting, if necessary.
- Send a summary of what was discussed and decided.
- Follow the progress of each of the individually assigned tasks.
Conclusion
Leading a meeting is a moment of great responsibility. You must be very careful in what you want to convey so that your recipients feel comfortable with the role they are taking. If everyone thinks they will be wasting their time, they probably will be. Try to do your best and surprise them to change that mindset.
The workplace can be great if you can create a good atmosphere among colleagues. Use meetings to approach your team in a new way, and always remember to respect each other’s time and opinions. That’s where the key to success lies.
