How to Run Better Meetings

Running effective meetings can be challenging, especially for technical people who are not used to managing large groups or leading discussions. However, with the right approach, you can ensure that your meetings are productive, efficient, and focused. This article will explore some simple steps you can follow to run successful meetings.

Define the Meeting Objectives

The first step in running a successful meeting is to define the meeting objectives. What is the purpose of the meeting? What are the key outcomes that you hope to achieve? Defining the meeting objectives will help you stay focused during the session and ensure that you work towards a common goal.

Create an Agenda + Send Calendar Invites

Once you have defined the meeting objectives, the next step is to create an agenda. Your agenda should outline the topics to discuss during the meeting and the approximate time spent on each meeting point. Be sure to send calendar invites to all required attendees with your agenda and any relevant background information in the invite so people come prepared.

Create a Safe Space for Collaboration

Creating a safe space for collaboration is vital to your meeting’s success. This means fostering an environment where all attendees feel comfortable sharing their thoughts and ideas without fear of being criticized or dismissed. To create a safe space, ensure all attendees know the ground rules for the meeting and encourage active participation from everyone.

Strategically Choose Attendees + Appoint Important Roles

Strategically choosing attendees and appointing important roles adds to a successful meeting. With the right people present and knowing their specific responsibilities ensures everyone is clear on their expected contributions. Consider appointing a facilitator, timekeeper, and note-taker to help your meetings run smoothly.

Best Practices to Stay on Track

Once the meeting is underway, it's important to respect everyone’s time by staying on track. Keep the discussion focused by sticking to the agenda, keeping time, and avoiding distractions. Encourage active participation from all attendees and take breaks if necessary to refocus and recharge. Regularly summarize key points to keep everyone on the same page and prevent the discussion from straying.

End With Clear Actions, Owners, and Timelines

Finally, when your meeting ends, everyone should understand their next actions, who owns each task, and the expected timelines. Please review all the action items discussed during the session and ensure they are clear and concise.

Assign an owner to each action item and establish a timeline. Document all the decisions and action items from the meeting, send a follow-up email with the details, and review the progress of the action items at the next meeting or through regular check-ins.

Remember to define the meeting objectives, create an agenda, create a safe space for collaboration, strategically choose attendees and appoint important roles, stay on track, and end with clear actions, owners, and timelines.?

Running effective meetings can be challenging, especially for people who are not used to managing large groups or leading discussions. However, by following these simple steps will keep your meetings productive, efficient, and focused.?