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How can you create a positive and supportive meeting environment?

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Meetings are essential for collaboration, communication, and decision-making in any team. However, they can also be stressful, boring, or unproductive if they are not well planned and facilitated. How can you create a positive and supportive meeting environment that encourages participation, feedback, and creativity? Here are some tips to help you make your meetings more engaging and effective.

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Pedro Paulo Barbosa da Silva

Innovative Tech Talent Strategist | Expert in Sourcing, Acquisition, and Recruitment | Velozient

1 Set clear goals and agenda

Before you schedule a meeting, you should have a clear purpose and desired outcome for it. What do you want to achieve, discuss, or decide in the meeting? How much time do you need for each topic? Who are the relevant stakeholders or contributors? Write down your goals and agenda and share them with the participants in advance. This way, you can set expectations, avoid confusion, and prepare everyone for the meeting.

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Pedro Paulo Barbosa da Silva

Innovative Tech Talent Strategist | Expert in Sourcing, Acquisition, and Recruitment | Velozient
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To establish a positive meeting atmosphere, begin by defining clear objectives and crafting a structured agenda. Share this agenda in advance, prioritizing crucial topics and setting expectations for participation and time management. During the meeting, ensure open and inclusive discussions while staying on track. Document action items and responsibilities for follow-up. Post-meeting, collect feedback to improve future sessions. These steps create a supportive and productive meeting environment. Clear goals, structured agendas, time management, inclusive discussions, and feedback foster a productive and collaborative meeting environment.

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2 Choose the right format and tools

Depending on your meeting goals and agenda, you may want to choose different formats and tools to facilitate the discussion. For example, you can use a video call, a phone call, or a chat for different types of meetings. You can also use online platforms, apps, or software to share documents, presentations, polls, or brainstorming sessions. Choose the format and tools that suit your needs and preferences, and make sure everyone knows how to use them.

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3 Establish ground rules and norms

To create a positive and supportive meeting environment, you need to establish some ground rules and norms for the participants. These can include how to join and leave the meeting, how to mute and unmute yourself, how to ask and answer questions, how to give and receive feedback, how to respect each other's opinions and perspectives, and how to deal with conflicts or disagreements. Communicate these rules and norms clearly and remind everyone of them at the start of each meeting.

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Pedro Paulo Barbosa da Silva

Innovative Tech Talent Strategist | Expert in Sourcing, Acquisition, and Recruitment | Velozient
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To foster a positive meeting environment, establish clear ground rules and norms. Encourage open communication, active listening, and adherence to time limits. Promote a solutions-focused approach, embrace diverse perspectives, and discourage interruptions. Define device usage guidelines and ensure all voices are heard. Track action items and gather feedback for continuous improvement. By instituting these ground rules and norms, you can cultivate an environment where participants feel supported and empowered to collaborate effectively and contribute to a positive meeting experience.

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4 Encourage interaction and engagement

One of the challenges of holding meetings is to keep everyone interested and involved. To encourage interaction and engagement, you can use various strategies, such as asking open-ended questions, inviting comments and suggestions, acknowledging contributions and achievements, using humor and icebreakers, giving positive reinforcement and recognition, and soliciting feedback and evaluation. You can also use different modes of communication, such as verbal, visual, or written, to appeal to different learning styles and preferences.

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5 Be flexible and adaptable

Even if you have a clear goal and agenda, you may encounter unexpected situations or challenges during the meeting. For example, you may face technical issues, interruptions, delays, or changes in the topic or scope. To create a positive and supportive meeting environment, you need to be flexible and adaptable. You need to be able to adjust your plan, time, or approach according to the circumstances and the needs of the participants. You also need to be able to handle any issues or conflicts that may arise with tact and diplomacy.

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6 Follow up and follow through

After the meeting, you need to follow up and follow through to ensure that the meeting was productive and meaningful. You need to summarize the key points, decisions, and actions that were discussed or agreed upon in the meeting. You need to send a follow-up email or message to the participants with the summary, the next steps, the deadlines, and the responsibilities. You also need to monitor the progress and the results of the actions and provide support and guidance if needed.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you create a positive and supportive meeting environment?

1

2

3

4

5

6

7

1 Set clear goals and agenda

2 Choose the right format and tools

3 Establish ground rules and norms

4 Encourage interaction and engagement

5 Be flexible and adaptable

6 Follow up and follow through

7 Here’s what else to consider

Team Motivation

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How can you create a positive and supportive meeting environment?

1

2

3

4

5

6

7

1 Set clear goals and agenda

2 Choose the right format and tools

3 Establish ground rules and norms

4 Encourage interaction and engagement

5 Be flexible and adaptable

6 Follow up and follow through

7 Here’s what else to consider

Team Motivation

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