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How can you make sure your meeting is relevant and meaningful in a short time frame?

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Meetings are essential for collaboration, decision-making, and feedback in any business. But they can also be a source of frustration, boredom, and wasted time if they are not planned and executed well. How can you make sure your meeting is relevant and meaningful in a short time frame? Here are some tips to help you run effective and efficient meetings that respect everyone's time and energy.

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1 Know your purpose

Before you schedule a meeting, ask yourself what you want to achieve, why it is important, and who needs to be involved. A clear and specific purpose will help you set the agenda, invite the right people, and prepare the materials. It will also help you communicate the value of the meeting to the participants and keep them focused and engaged. If you don't have a clear purpose, you might want to reconsider whether you need a meeting at all.

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Dr. Prasanth Nair

Ph.D. in Management ? Agile & Strategic HR Leader ? Global Talent Acquisition ? Performance & Retention Management ? HR Transformation ? Training & Development
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Careful planning and prioritisation are needed to keep a brief meeting relevant and meaningful. Set a clear agenda with goals and subjects to achieve this. Prioritise important topics and allot time, emphasising concise communication. Encourage attendees to review necessary information before arriving. Stick to the agenda and deflect off-topic talks during the meeting. Technology like collaboration tools and brief presentations can streamline the process. Invite attendees to participate with targeted questions and brief, meaningful responses. Finish the meeting with a summary of important takeaways and action items to ensure everyone is on the same page.

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2 Set the agenda

An agenda is a roadmap for your meeting. It outlines the topics, objectives, time allocation, and roles for each item. A well-designed agenda will help you organize your thoughts, prioritize the most important issues, and avoid distractions and tangents. It will also help the participants know what to expect, how to prepare, and how to contribute. You should share the agenda with the participants at least a day before the meeting and ask for their feedback and input.

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3 Be selective

Not everyone needs to attend every meeting. Inviting too many people can make the meeting chaotic, unproductive, and inefficient. Inviting too few people can make the meeting irrelevant, incomplete, and ineffective. You should only invite the people who are directly involved in the purpose and agenda of the meeting, who have the relevant information or expertise, or who have the authority or influence to make or implement decisions. You should also respect the availability and preferences of the participants and avoid scheduling meetings at inconvenient times or too frequently.

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4 Be prepared

Preparation is key to running a successful meeting. You should prepare the materials, equipment, and tools you need for the meeting in advance and make sure they are accessible and functional. You should also prepare yourself mentally and emotionally for the meeting and anticipate the possible questions, challenges, and outcomes. You should also expect the participants to prepare for the meeting by reading the agenda, doing their homework, and bringing their ideas and questions.

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5 Be respectful

Respect is the foundation of any effective communication. You should respect the time and attention of the participants by starting and ending the meeting on time, sticking to the agenda, and avoiding unnecessary interruptions and distractions. You should also respect the opinions and contributions of the participants by listening actively, acknowledging their points, and encouraging their participation. You should also respect the diversity and differences of the participants by being inclusive, courteous, and constructive.

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6 Be actionable

A meeting is not an end in itself, but a means to an end. You should make sure that your meeting leads to concrete actions and outcomes that move your project or goal forward. You should summarize the key points, decisions, and next steps at the end of the meeting and assign clear roles and responsibilities to the participants. You should also follow up with the participants after the meeting and provide feedback, support, and accountability for the actions and outcomes.

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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 make sure your meeting is relevant and meaningful in a short time frame?

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3

4

5

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1 Know your purpose

2 Set the agenda

3 Be selective

4 Be prepared

5 Be respectful

6 Be actionable

7 Here’s what else to consider

Business Communications

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How can you make sure your meeting is relevant and meaningful in a short time frame?

1

2

3

4

5

6

7

1 Know your purpose

2 Set the agenda

3 Be selective

4 Be prepared

5 Be respectful

6 Be actionable

7 Here’s what else to consider

Business Communications

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