How to run an effective meeting.

It has been known for a corporate meetings to drag on endlessly, without any decisions being made, and with people saying what they feel they should say, rather than what they really think.

The following are Barr-jones Associates tips for creating a vibrant, productive meeting. With thanks to Arthur Kim for reminding us of these points.

1. Only book a meeting if it’s necessary - it may be possible to find out the information you need by talking with the right people. If you really need to meet, engage with participants beforehand to ensure that they are prepared and willing to have an open discussion.

2. Create a clear agenda…with a clear description of what it is you want to find out/agree.  You may find that an emailed answer is sufficient and you can cancel the meeting and give people their time back.  It should also give you chance to find out if you have missed out some key stakeholders.

3. Manage your invitation list - only invite people who will add to the conversation, not everyone who may be interested.

4. Send out reminders - things get forgotten and people get double-booked. That’s life.

5. Manage the time - start on time. Finish a few minutes early so that people who have back-to-back meetings get a short breathing space.  It also gives you some “offline” time to clarify a point or ask an additional question.

6. Stay on topic - if additional discussions are needed on a related topic, set up another time to do this

7. Take notes and follow up - if you are leading the meeting, ask someone else to take notes.  When you circulate the notes, put any action point at the beginning as people skim read and you want these to be noticed. Follow up on actions in person - that way you can ask if they need support.

8. And finally...Don’t commit death by powerpoint!

With these top tips in mind you'll find that your meetings are more effective, more efficient and more enjoyable. 

To find out more and to read some of our other blogs visit www.barrjonesassociates.com