The real work of teams is done in meetings, but not every session is practical. Great teams embrace discussions, but getting to that point can be a process. Below are a few tips to help you reclaim control of your meetings to make them both a productivity tool and a competitive advantage for your business.
Tips for an Effective Meeting
1. Location
Choose a location that is suitable for the number of attendees. Too many people in a small room create a tense atmosphere. A larger meeting room is more comfortable and encourages individual expression. If possible, arrange seating within the room so that members face each other in a circle or U-shaped rows to facilitate open discussion. For smaller meetings, a classic boardroom table is ideal.
2. Time Management
For an effective meeting, keeping an eye on the clock is essential. Without managing time, it is easy to become careless and unfocused. Remember that when your staff attends a meeting, they cannot do any other work, so make the time count. Start the discussion and end on time, or even a few minutes early.
3. Preparation
You must be well-prepared for effectiveness if you’re in charge of running the meeting. However, ensuring that all the participants are prepared is essential. If you can, distribute the meeting agenda at least a day before the meeting so they can arrive feeling prepared, too.
4. Clarity
A meeting can easily prove ineffective without clarifying the following steps and who needs to take them.
If any decisions were made at the meeting, the organiser should summarise what needs to be done, by which person, and by what time or date. If the participants leave the meeting and no one is accountable for taking action, the forum will have wasted time for all attendees.
5. Refreshments
This should be an obvious tip, but serving light refreshments at a meeting is essential. Refreshments are good icebreakers and make your members feel unique and comfortable. If the discussion is lengthy, providing breaks in which members can enjoy the refreshments can help to maintain focus and ensure they are not overwhelmed.
6. Follow Up
If decisions and task delegations have been made during the meeting, you need to follow them up at an appropriate time. Ensure all meeting attendees understand what has been discussed, the plan for the future, and that they carry out their responsibilities.
Meetings at The Playford Adelaide
Our new Summer Day Conference Package at The Playford Adelaide has all the elements you need to host an effective meeting. Along with hiring one of our exceptional and spacious meeting rooms, the package includes arrival tea and coffee, morning tea, a light working lunch, and afternoon tea. Please contact our meeting and conference organisers at The Playford Adelaide today for more information.
