For effective meetings, you need to stay on topic and invite the right people

Meetings are an essential part of any organization’s workflow, but can easily become time-consuming and unproductive if not managed properly. This applies to every size and every type of organization. To get the most out of every meeting, it’s crucial to follow best practices that ensure they are both efficient and effective. Here’s a guide to helping you run meetings that get results and respect everyone’s time.

Set clear objectives Before scheduling a meeting, ask yourself WHY are you having the meeting? What do you want to achieve? When there is a lack of clear, concise meeting objectives, the meeting becomes unfocused and tends to wander, with participants unsure of where the event is going and what they need to do. Defining clear objectives helps keep the meeting focused and ensures that every participant understands the purpose. Whether it’s making a decision, brainstorming ideas, or updating the team on progress, having a clear purpose is the first step toward a productive meeting.

Create and distribute an agenda Never hold or attend a meeting without an agenda. An agenda serves as a roadmap for the meeting. When the agenda is vague, incomplete, or too broad, participants are left without a roadmap. It should provide an overview of the main topics to be covered, the order in which they will be covered and the time allotted for each topic. Send the agenda to key players at the scheduled meeting for editing before finalizing. Distribute the agenda among the participants in advance so that they can prepare for it. This preparation allows for more meaningful contributions and keeps the meeting on track.

Invite the right people Invite only those who are necessary to achieve the objectives of the meeting. Involving too many participants can be distracting and make it more difficult to reach consensus. It bogs down the meeting. Make sure that each participant has a clear role in the meeting and can contribute to the discussion.

Start and end on time Respect everyone’s time by starting and ending the meeting as planned. Punctuality sets the tone for efficiency and shows that you value your team’s time. If further discussion is needed outside of the allotted time, consider scheduling a follow-up meeting rather than letting the conversation spill over.

Facilitate active participation Encourage all attendees to participate in the discussion. This can be accomplished by asking open-ended questions, inviting quieter team members to share their thoughts, and ensuring no one dominates the conversation. Active participation leads to more diverse perspectives and better decision-making.

Stay on topic It’s easy for meetings to fall into line, but this can waste time and dilute focus. As the leader of the meeting, gently steer the conversation back to the agenda if necessary. If off-topic issues arise, put them in a “parking lot” so you can discuss them at a later time or in another forum. This keeps the meeting moving forward toward the purpose of the meeting.

Use technology wisely Technology can improve meeting efficiency if used properly. Video conferencing tools, collaboration platforms, and shared documents can make virtual meetings just as effective as in-person meetings. However, make sure that all participants are comfortable with the technology used and that any technical issues have been resolved before the meeting begins.

Assign action items and deadlines Without actionable results, the meeting can feel like a waste of time and resources. To ensure the meeting leads to tangible results, clearly assign action items to specific individuals. Every action should have a deadline and be tracked for follow-up. This responsibility helps translate discussions into action and prevents important tasks from slipping through the cracks.

Meeting fatigue When meetings are scheduled too often, participants can experience meeting fatigue, where the sheer volume of meetings leaves them feeling exhausted and unproductive. This leads to withdrawal, lack of focus, and the feeling that attending the meeting takes time away from more productive activities. If the frequency of the meetings is taken into account and paced accordingly, participants will be more willing to attend and participate in the scheduled meetings. Using emails, quick check-ins, or collaboration tools like file shares can keep the calendar from becoming overloaded with meetings.

Summarize and summarize At the end of the meeting, provide a brief summary of the key points discussed, decisions made, and action items assigned. This summary highlights what has been achieved and ensures that everyone leaves the meeting with a clear understanding of their responsibilities.

Follow up with minutes After the meeting, distribute minutes recording the essential points, decisions and action items. This written report will keep everyone on the same page and serve as a reference for future discussions. Meeting minutes also provide transparency and accountability, ensuring progress is made on assigned tasks.

Evaluate the effectiveness of the meeting Periodically evaluate the effectiveness of your meetings. Collect feedback from participants to identify areas for improvement. Think about questions such as: Did the meeting achieve its objectives? Was the time well spent? Were all participants involved? Continuous improvement in meeting practices can lead to more productive sessions over time.

Efficient and effective meetings don’t happen by accident; they require careful planning, clear communication and active facilitation. By setting clear objectives, creating a focused agenda, inviting the right people, and ensuring accountability, you can make meetings a valuable tool for moving forward and achieving your organization’s goals. With these best practices, you can turn meetings from a timeless session into a powerful way to collaborate, innovate, and move your team forward.

Contributed by Marc L. Goldberg, Certified Mentor, SCORE Cape Cod & the Islands. www.score.org/capecod. 508/740-4820. Free and confidential mentoring and educational workshop/webinars.

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