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How to Run an Effective Business Meeting

How productive are your business surprise attack. Keep issues above-board
meetings? Would you describe the culture and inclusive. Fight fair.
that governs your meetings to more 4. Come to the meetings on time.
resemble World War III or crazy chaos? 5. If you are going to be absent, inform
During a meeting, do you focus on the others beforehand and send a stand-in who
agenda at hand or do you concentrate more can make at least some decisions in your
on breaking a foam cup into bits? Would name.
you qualify eating all of the donuts in a 6. Focus on listening and seeking
meeting as a major accomplishment in your understanding before disagreeing.
agenda? If these meeting scenarios sound 7. If you are the recorder, distribute
familiar to you, you are not alone! Many complete and accurate minutes to everyone
studies have shown that more time is within 48 hours after the meeting.
wasted in meetings than in any other 8. If you agree to something, do what you
business activity. It is estimated that say you will do. Be accountable to each
people spend 20-40% (upper management is other.
much more) of their time in meetings and 9. Sarcasm, personal attacks,
that meetings are only 44-50% efficient interrupting, dominating the discussion,
(source: Steve Kaye). By improving the or engaging in distracting behavior
efficiency of your next meeting, you may during a meeting are all non-productive
increase your bottom line. behaviors. We agree not to engage in
The first step in improving the them.
efficiency of your business meetings is 10. It is okay to disagree during a
to recognize that meetings are a meeting, but once the group has made a
collaborative effort. The very decision, it needs to be supported by
definition of a meeting is a TEAM everyone outside of the meeting. Passive
activity where SELECT people gather to resistance, sabotage, negative gossip and
perform WORK that requires GROUP effort. guerrilla warfare are not okay.
All participants of a meeting, therefore, 11. Remember to celebrate successes and
must play a role in remaining focused and to thank members for their efforts.
progressing through the meeting in a In addition to implementing these
timely manner. concepts, an effective meeting leader
Before calling a meeting, it must first must enforce a code of conduct in order
be decided whether it is necessary. to maintain a safe environment for
Remember a meeting is not always the most discussing ideas. The meeting
effective way. Other options available facilitator should compel the meeting
might be sending a memo or an email. It attendees to follow some simple
is the responsibility of the meeting guidelines to ensure an orderly meeting:
solicitor to determine the need for Work as a team
calling the meeting and who should No rank in the room
attend. In general, it is best to invite One speaker at a time
as few participants as possible (key Be an attentive listener
players only). The solicitor must also Focus on the issue
review the organizations calendar, Respect others
reserve the meeting room and assign a Suspend judgment
meeting facilitator to be in charge of Allow curiosity
the agenda. Maintain confidentiality
Effective meetings necessitate It is as equally important to end a
leadership. Leading a meeting requires meeting efficiently as it is to conduct
attention, confidence, creativity, it. Besides just ending a business
diplomacy, empathy, flexibility, wits, meeting on time there should be a review
toughness and yes, humor! The primary of agenda items and results, as well as
role of the leader is to establish the assignments. A set agenda for the next
ground roles for the meeting which are meeting should also be prepared.
namely: to minimize confusion and Having an effective business meeting is a
disruptions and to institute a code of key ingredient to having a successful
conduct. Some examples of team game business. If you would like more
rules that are designed to make meetings information on this subject, please feel
more effective are: free to contact us.
1. If you are planning to introduce a Jennifer Selland is the Founder and
proposal or discuss an issue in a group President of Well-Run Concepts, a Human
meeting, send out any relevant Resource Consulting Firm based in Ocala
information to all team members several Florida, founded in 1997, whose mission
days before the meeting. is to Help Organizations Define and
2. Review the agenda and bring any Develop Top Talent. Jennifer has over
relevant materials with you to the 15 years of Human Resource Management and
meeting so that we can make informed Executive Operational hotel experience.
decisions. Well-Run Concepts
3. Dont lobby a few members before the "Helping Organizations Define and Develop
meeting and try to ram an idea down the Top Talent."
throats of the rest of the group in a 303 S.E. 17th St.




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