Meeting management is an important skill for leaders and managers to master. Achieving the right outcome in an efficient way hinges on running a good meeting. For this readon planning appropriately before meetings becomes very important.
There are different types of meetings and the process to conduct a meeting will depend on the type of meeting and what is trying to be achieved. Listed below are various types of meetings:
- planning meetings
- problem solving meetings
- staff meetings
- board meetings
- project specific meetings.
Each meeting will require a different process and type of conduct depending on what the objective is for the meeting. However, there are common threads that are needed for any type of meeting to be effective and some of them are listed below:
- Clear focus – everyone attending the meeting should be aware what the objective of the meeting is and why they need to attend.
- Agenda and structure – the meeting should have a precirculated agenda so everyone is comfortable with the structure of the meeting.
- Sign-posting – each meeting should start with an introduction and a summary of what the meeting is about and what needs to be done in the meeting. The work and discussion will take place and then each meeting should finnish with a quick round-up of what was decided.
- Driver or leader – the meeting should be chaired by someone who can ensure enough time is spent on each agenda item but that conversation stays focussed on the task at hand.
- Expectation – each attendee should be clear on what is expected from them at the meeting and also the behaviour that is expected
- Follow-up – after each meeting there should be a way of summarising key points and actions – this could be formal minutes or less formal notes/sum up at the end of the meeting
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