Bad meetings can feel like a waste of time. With no clear purpose, people talking over each other, and only vague action items, participants will gain little benefit from gathering together. As a business leader, it is your responsibility to prepare for meetings effectively to ensure they are productive and organized. Here are some key principles for running effective meetings.
Set Clear Objectives
One of the first steps in running an effective business meeting is to set clear objectives. This also allows you to evaluate if the meeting is necessary. If a large project is coming down the pipeline that needs to be planned, rather than just scheduling a meeting to “discuss the project,” take the time to set more specific goals. Goals might be to delegate responsibilities, set deadlines, and brainstorm ideas. Provide these goals to attendees before the meeting so they can prepare beforehand.
Have an Outline
Once goals have been established, write an agenda or outline. This will ensure that the meeting stays on track and covers all the necessary details. Set time limits for each topic, so you don’t run out of time before hitting key points.
Employees often struggle to stay focused in meetings where they simply listen to one person present information. Instead, structure the meeting collaboratively. Invite questions, feedback, and ideas, creating a safe space for people to share their voices.
While you want employees to contribute to the conversation, you must also be prepared to steer the conversation in productive directions. Even if employees bring up things that need attention, if it doesn’t fit within the sphere of the meeting, ask them to table it for later. Ensure attendees don’t talk over one another or veer too far away from the topic at hand.
Define Next Steps
When the meeting comes to an end, ensure to wrap it up with clear action items as appropriate. Write down the assignments discussed and review them with specific, measurable goals and deadlines. Consider sending a meeting recap via email or other communication to summarize key discussion points and reiterate action items.
Running effective business meetings can seem challenging, but with these steps, you will be well-prepared to keep the meeting concise and productive. Being prepared and communicating clearly makes a big difference in how much you are able to accomplish within the time frame of the meeting.