Meetings usually eat up a significant chunk of your day. More often than not, many employees exit the room and instantly wonder what was covered in the last hour. Most employees aren’t huge fans of meetings as the meetings aren’t nearly as productive as they hoped and can be extremely confusing.
Before starting a meeting, it is essential that your objectives for the meeting are clear so you don’t venture off track or get manipulated by someone else into taking the meeting in another direction. It is important that you are familiar with the dynamics of meetings. Especially as a small business, you need to stay on the right path and expect maximum contribution and ideas from your employees.
Before planning an office meeting it is essential for you to run through everything in your mind. What is the purpose of this meeting and what do you expect from it. You don’t want your attendees to feel that you are wasting their time. Here are some tips for owners of small businesses to arrange successful meetings:
This is the core element of organizing a productive meeting. You need to have a plan. Before you head into the meeting, it is important that you have a plan and you follow it. Even if the whole idea is just in your head, it will work. You can then pen down this idea and make reminders that will help you stay on topic without getting distracted. If you have a team, then discuss your agenda with them and allow them to help you in addressing it better.
Before proceeding with the meeting, establish the format. What do you want from this meeting? Do you want everyone to just listen to what you need to say or do you want them to participate so you can take the feedback onboard? Make sure that you run everything by your employees so they know what’s going on.
To conduct a successful meeting it is important that, as an organiser, you are there to start the meeting on time. Being punctual shows that you are respectful towards others and you know the value of time. Showing up late, starting the meeting afterwards shows that you don’t care about others and aren’t serious. For example, if you hold a meeting in a training room rental, make sure you are there early to prepare the room, to avoid wasting anyone’s time.
Keep It Short
Rather than extending the meeting for a whole hour, cut it short. A 45-minute meeting has proven to be quite successful because this way the attendees don’t get bored and you actually get some time to gather the feedback.
Acknowledge hurdles and keep the meeting on track
If you think that there will be a certain someone in the room who is going to be a hindrance, keep that in mind. Stick to your agenda and don’t let anyone lead you off track. Sometimes when attendees ask questions, the meeting often moves in an entirely different direction, losing focus on the main agenda. You need to avoid this at all costs.