Meetings are commonplace anywhere you work. For a quick catch up within the team, individuals, clients or whatever the case might be.
Grabbing “5 minutes” or “an hour” to meet. But what do you want to achieve? What should be the outcome?
From my experience there are a few key things you should consider when holding a meeting.
If there are regular meetings, you need to decide how often you want to meet. A weekly catch up with the team or the boss or bi-weekly with a mentor or fortnightly with your coach. It really depends on what you want to achieve and how often it makes sense to catch up.
Then, the next step is about the agenda. No meeting should ever have no agenda. No agenda = no outcome. Unless of course it is a brainstorming session. Don’t just meet for the sake of meeting. So when you send out an invite, add an agenda to the meeting. And, when sending out an invite, make sure to include everyone that should be involved in the meeting. Remember that sometimes it is good to invite the boss to a team meeting, sometimes it isn’t. It all depends on the agenda and desired outcome.
Whilst you might have already seen that with some calendar programmes, but instead of scheduling 60 minutes, schedule 45 minutes in order to keep the meeting on time. Ensure a timely start and if you present, prepare the equipment you need prior to the meeting. Make sure the projector and the sound are working.
Let’s assume this is a bigger meeting, like a company meeting. Decide on who is best to speak about the latest redundancies or the financial situation. Decide who is the best person to present and sum up? Maybe the CEO presents but hands certain topics to the CFO, the Sales Director and so on.
And last but not least it is important to remember where to meet. Can everyone get there on time and is the room available? Is it booked, do I need to make a reservation? Is it a lunch meeting and do we cater for vegetarians and vegans? All those little things matter when you want to have a successful meeting.
One last tip: write a follow up email with action points of the meetings to the invitees after the meeting. As a reminder of what has been decided and when to have a follow up meeting too.
Enjoy your meetings.
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