Make the most of your upcoming meeting

We’ve all attended meetings that were poorly thought out at least once. Nothing is worse than having the impression that “time better spent elsewhere” is slipping away. Therefore, the next time you schedule a meeting, take the lead and make it really productive.

Here is a tried-and-true blueprint for organising a successful meeting that will leave everyone feeling upbeat, hopeful, and valued.

1. Create an agenda –Making an agenda is the easy part; the hard part is sticking to it! Allow ineffective presenters or time wasters to dominate the session.which brings up the next point.
2. Email this agenda to all participants 24 hours in advance –All participants should receive this agenda via email 24 hours in advance so that they are aware of everything that will happen and when.
3. Stay on topic – Each discussion topic should have a set amount of time, and no discussion should last longer than necessary. If someone tries to change the topic of the conversation, it should be done politely and then brought back to the original topic.
4. Arrive at least 5 minutes early (participant) –Are you a participant? Be there five minutes early. Do you handle the planning? To make sure everything is in working order, you must arrive at least 20 minutes before the start time (projector, coffee service, lighting, adequate chairs, etc.).
5. Start on time – One of the most crucial elements is to start on time. I cannot emphasise this enough. On-time beginnings (and ends) convey a strong statement. It communicates to the participants that you value their time and will run the meeting efficiently.
6. No side conversations – There should be no need to mention this, but even in the most professional settings, chitchat still happens. Stop this in its tracks.
7. Bring a pen and paper – If you plan to attend, make sure you have paper and a pen with you. If you’re the organizer, try to have additional on hand so that anyone who didn’t bring their own can use them.
8. Disagree (but don’t be disagreeable) –  Always be kind and respectful. Keep the conversation courteous and friendly, even if you or your attendees disagree with the ideas made.
9. Take minutes –  Choose someone to record the meeting’s proceedings succinctly and accurately. You will be astonished at how much taking minutes will aid in producing an accurate record of what was said, even if you believe your memory is faultless.

Send out an email summary within 24 hours – Ideally, the meeting will conclude with concrete plans. In an email that you send within 24 hours, include both of these plus the compiled minutes.