Love them or hate them meetings are often a vital part of doing business. However, actually getting to the end of one and meeting your aims isn’t guaranteed. Luckily, you can vastly increase the probability of doing this by following the advice below. Read on to find out more.
What are you aims
First off to have a successful meeting you need to know what you actually want to get out of it. In fact, you don’t go in with a strict idea of this, it’s highly likely that your meeting isn’t actually necessary in the first place.
That is why it is always worth considering whether the activities in the meeting could be done in another more effective way. For example, you may want to call your staff together to tell them about a change in the business or a new way of doing things. However, it’s likely that an email, or a formal training session either in person or online would fulfill these criteria more effectively, meaning that in this case, a meeting does not need to happen.
Of course, by knowing exactly what you want to get out of your meeting, you can organize and shape it in the right way as well. For example, a meeting where you are trying to impress the client and close a deal might include catered food, good coffee, and breaks as well as state of the art presentations.
On the other hand, a meeting where you are deciding on cuts in the business would not need to be put together in the same way. In fact, it may even be seen to be inappropriate to pay out for these things if a reduction in spending is the fundamental aim of the meeting.
Follow the leader
Deciding who is leading the meeting is crucial for its success. Usually, this will be the person with the most seniority in the room or the person that has called the meeting in the first place.
Here’s a good video on how to lead a meeting.
Of course, to keep them on-task, they will need an agenda laid out that details the points for consideration, and the different events that will take place in the meeting.
In fact, producing an agenda well before the time that the meeting is held is something that can be incredibly beneficial. This is because it allows all parties to prepare the necessary information and evidence for the meeting and so can ensure the questions that need to be answered are done so in the time assigned.
The right space
A hugely important part of holding a successful meeting is having the right space for it. Sticking your top clients in Reception with everyone filing past them while they are on their breaks isn’t a great environment for showing that they are valued. Similarly, getting the senior management team together in the break room to discuss confidential recruitment and reduces issues isn’t going to work very well either.
That is why it’s crucial to have a dedicated space for meetings that is kitted out with all the equipment you may need. In particular, having a table large enough to fit everyone around is vital. You can even buy things like this round wood table top separately and then fit it to the base of your choice. Something that can not only provide you with the look you want but with a stable focal point for the room as well.
Chairs are essential as well, and you want to make them comfortable, but not so comfy that people feel they can go on talking for hours without stopping!
Also, consider installing a projector and screen so any presentation can integrate the use of IT. Something that can not only make things clearer but also more accessible for those attending the meeting as well.
Oh and make sure that there are a lot of traditional and USB charging points within easy reaching distance. This is because most people will have crucial information stored on their tablets and phones and if they can’t get to this it can really stall the progress of the meeting.
Breaks and timings
Lastly, bear in mind that an efficient meeting is one that covers the key issues only, and doesn’t waste everyone’s time. This means setting a time and sticking to it, hurrying people along if need be.
Of course, this won’t always be the most popular move, especially if you have people in your company that enjoy the sound of their own voice and grandstanding. However, setting a timer and keeping to it can work wonders for meeting length, focus, and general productivity in other areas of your business, because everyone time isn’t taken up with meetings!