Organizing Successful Meetings
your existing meetings regime works and produces effective outcomes
then it would be wrong to try introduce dramatic changes. Effective and
successful meetings are a product of many factors and here we give a
few ideas on how to make them a bit better. Good companies usually
achieve their excellence incrementally and meetings are an area where
there is often room for improvement.
In this article we will offer a few tips and advice that should result in improvements to the outcomes.
So many meeting I have attended have dragged on and wasted valuable time.
Some fail to have
been effective in giving direction, many fail to have the delegates
aware of the tasks that need to be accomplished, some I have attended
have even resulted in a loss of motivation by those who needed a boost.
sure that there is an agenda, make sure that it is clear, and make sure
that the attendees are prepared for the 'lumpy bits' in other words you
may have to consult others regarding the subject matter.
the agenda well in advance will result in more time for everyone to
prepare. Details such as those requiring action can be included.
To improve the structure of the meeting you can have timings for each item.
meetings require an agenda, however not all require a comprehensive
one. Regularly scheduled meetings can be guided simply by having the
previous meetings minutes circulated and commented upon, even then it
is a good idea to have some ideas presented before the meeting, perhaps
in the invitation or reminder message.
for inputs are important as it reduces the unexpected time consuming
topic coming up half-way through the meeting or clogging up the AOB
(any other business) slot
all meeting are the same, a creative meeting is not the same as a
routine meeting. or a detail heavy technical session. The atmosphere
and location are all factors in the success or otherwise of the
gathering. Holding the meeting in a special setting can have very
During the meeting watch people's faces. Make sure that the less outspoken members are saying what they are thinking.
the meeting verify that everyone's knows what actions are expected of
them, whether their expectations have been met and that all issues have
beer dealt wit to everyone's satisfaction.
TO MEET OR NOT TO MEET
all meetings are necessary; sometimes a quick chat, email or phone call
would have sufficed. and not everyone needs to be present for the
duration of the meeting. the meeting could be planned to allow some
members to leave early. Remember that people's time is valuable, not
only in money terms to the organization, but also to the individual.
Aim for an outcome where everyone involved comes away with the feeling
that something has been accomplished. Meetings can be said to be
successful when this happens.
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that thing is free which exists by the necessities of its own nature,
and is determined in its actions by itself alone -- Spinoza