• 12 Tips for Organizing Effective Meeting

    12 Tips for Organizing Effective Meetings
    pixabay.com | Free-Photos

    Holding a meeting is indeed commonly done by an organization. Especially if the organization is a company.

    The meeting is intended to regulate steps and strategies, for example to improve company performance in order to survive or increase.

    As the most important communication method in a company. Through meetings, strategies are developed, progress is reported, and vital decisions are made.

    However, not a few meetings that are only a waste of time, are used as mere routines.

    Given the importance of meetings for the survival of a business, BloggingLite has summarized 12 tips that you can implement to hold more effective meetings.

    1. Prepare a meeting agenda first

    As a meeting organizer, you should first make sure the agenda to be discussed during the meeting.

    Arrange the meeting agenda into sections accompanied by each time allocation.

    Make sure how long it takes for each point. Do not let the meeting participants (including you too) get tired because the meeting is too long.

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    2. Make sure if you really need a meeting

    Don't immediately decide to hold a meeting if you have a specific goal. It could be that your goal can be achieved without the need for a meeting.

    For example, when you want to discuss a sensitive topic or give a critique of the performance of an employee. Isn't that better conveyed personally?

    Then, consider other communication methods such as memos that might be more suitable for you to use than meetings.

    12 Tips for Organizing Effective Meetings
    unsplash.com | Climate Reality Project

    3. Don't waste other people's time, choose participants wisely

    Meetings can be very time-consuming for people who really don't need to be there.

    Therefore, first you need to ascertain who are the people who must attend the meeting that you hold.

    Those people can be people who have knowledge and insights that are relevant to the meeting agenda or people whose jobs will be affected by the results of the meetings held.

    4. Make sure there aren't too many meeting participants

    The number of meeting participants turned out to be not directly proportional to the effectiveness of the meeting, especially for meetings aimed at brainstorming or decision making.

    For this type of meeting, usually many participants make the topic difficult to control because of the many opinions from the meeting participants. Therefore, determine the number of meeting participants as needed.

    12 Tips for Organizing Effective Meetings
    rawpixel.com | Pexels

    5. Divide the role to make the meeting easier

    A meeting can be more effective if there are roles in the meeting.

    In meetings, you can divide participants into the following roles:

    1. Moderator - who guides the meeting and makes sure all agendas are discussed thoroughly.
    2. Minutes - task of recording the course of the meeting as well as options or choices that appear during the meeting.
    3. Contributors - who provide opinions and comments during the course of the meeting.
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    6. Determine the exact location and date

    The place where the meeting takes place indirectly influences the course of the meeting.

    Do you want a personal atmosphere or a more formal atmosphere?

    Those questions can guide you in choosing the right meeting place. Make sure if the place you choose supports the atmosphere of the meeting you want to build.

    7. Distribute material, reports, or readings to participants meeting long ago

    Participants who attend your meeting should understand well what will be discussed at the meeting.

    Sending material, reports, or reading needed can make them better prepared when discussing important topics at the meeting.

    Preparation before this meeting can also save you time because you don't need to explain at length. Just briefly review what is in the material that you previously shared.

    12 Tips for Organizing Effective Meetings
    pixabay.com | rawpixel

    8. Make sure it's right on target

    You also need to determine the audience according to the topic of the meeting.

    For example, if the meeting aims for discussion about the latest product marketing strategies, then you should only invite teams from the marketing division.

    This is important because it is expected that every person invited to understand the topic to be discussed and able to provide input or ideas that can produce solutions.

    In addition, inviting people who are not interested in the topic of the meeting will only make the meeting run long and not produce any solution.

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    9. Record important things in the meeting

    In order to make the meeting effective for the future, you need to record important points during the meeting.

    It might be a good idea to have minutes in each meeting to record important things and ideas that were produced at the meeting.

    To avoid minutes skip important things in summarizing all points, you can encourage all invitations to prepare notes.

    10. Control the running of the meeting

    At certain times, meetings can turn into conversations. This will certainly have an impact on meeting ineffectiveness.

    To avoid this, you as a meeting organizer can be the moderator who controls it. If the meeting looks like a conversation, you have to stop it and refocus on the topic of discussion.

    11. On time

    Often the meeting runs late or does not finish on time, this is certainly very detrimental.

    To overcome this, it is better for meeting organizers to make odd meeting times.

    For example, you can hold a meeting with an even time like 10am or 2pm, so occasionally make an unusual meeting time like 09.26.

    Many say that this method can create effective meetings because meeting invitations will ask more questions to confirm the meeting time and keep them watching the clock.

    That way the audience meeting can be present on time at the meeting place. In addition to making meeting time unusual, another way you can do is advance the meeting hour about 30 minutes from the actual time.

    12 Tips for Organizing Effective Meetings
    unsplash.com | Matthew Smith

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    12. Keep the meeting simple

    Amazon CEO Jeff Bezos is known not to like the structure of too many meetings and presentations using PowerPoint. Bezos wants the meeting to run simply, not to be distracted by the presentation.

    Presentations can be useful if done with a large number of participants or to send certain information, such as in conferences or pitching clients.

    However, for internal meetings with only a few people, presentations can be troublesome or annoying, especially if there are technical obstacles.

    And Finally

    Although it looks simple, where we only need to talk to several people. But the reality of holding effective meetings is not as easy as one might imagine.

    There are a number of things we must do first. Even simple things can determine the success of the meeting.

    Don't be too serious, but don't be too relaxed. The point is to think about how the audience is not bored and throws their attention on other things.

    As an entrepreneur or prospective entrepreneur, I'm sure you can think of other best tips, and just start first.
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