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How to Run an Effective Meeting in Easy Steps?


Preparing the meeting is the basis

We have all experienced meetings that never ended, that led to nothing and during which the boredom was firm, even the atmosphere disastrous. As a result, we left the meeting with the impression, often confirmed, that it had been a waste of time.

In order to prevent this from happening again, it is important to prepare the meeting so that it is efficient, does not drag on and that the participants leave with the elements they need to work.

To do this, it is important to define :

The objective of the meeting. This avoids a meeting with only one objective, itself. This is a waste of time.

The areas to be covered. 2 or 3 are enough. There is no point in multiplying them. It is better to have a few that you can explore in depth, rather than a multitude of subjects that will only be skimmed over.

The framework you want to put in place. Time management will be more efficient and discussions will not be sterile.

The equipment you will need (video projector, computer, sheets, pens, paperboard, post-its, etc.). You don't need to worry about this on the day.

Also, announce the meeting from the beginning. This way, all participants will know exactly what steps are being taken.

To frame the discussions, announce the agenda

This point completes the previous one. If your meeting has been carefully prepared in advance, announcing the agenda and the areas of discussion will provide an essential framework.

It will be your guideline throughout the discussions. The objectives will also be clearly stated so as not to digress. No one has time to waste, neither you nor the participants.

The principle of the meeting is to bring together collaborators, partners or clients to work efficiently on common subjects. Getting lost in conjecture is the worst thing you can do. Rigorously preparing the process beforehand allows for a good meeting and a good animation during the meeting.

o facilitate a meeting, adapt the format

Indeed, the format will be different depending on the type of meeting and the expected objectives.

For example :

In an informational meeting, you transmit a message and your audience receives it passively.

For a decision-making meeting, the participants must be active. They have to come up with specific tasks to solve the problem.

A review meeting is often used in project management. It takes place on a recurring basis to review the progress of the project, any remaining blockages and the steps to be taken.

The problem-solving meeting is essential to unblock difficult situations, conflicts and malfunctions.

As you can see, the context of the meeting can vary. Adapting the format is therefore extremely important to ensure that the message is clear and calm. Steering is sometimes subtle, even acrobatic.

Invite the right people so that everyone can participate fully

How many times have you attended these professional meetings and said to yourself, "What the hell am I doing here?

Too many times? So have I! So to avoid this pitfall, I invite you to be vigilant about who you want to invite. Once again, everyone's time is precious. In order for the meeting to run smoothly, you should only invite those who are directly concerned.

Another tip for running an effective meeting? Make sure that everyone is available and send out invitations. Ideally, this should be done by e-mail, since your contact will only have to accept it in his or her calendar. You will have announced the previous points. Everyone will then know why and for what purpose they are invited.

Facilitate a meeting to make it dynamic

Structuring is essential. To help you, many tools are available to ensure that speaking time is correctly allocated. This facilitates constructive exchanges and considerably reduces disruptive elements. Here are some examples.

The PowerPoint is an interesting support. The colors and short sentences support your point. Of course, you should not read what is written in a monotone way. Otherwise, you'll be bored!

Role-playing is very effective, especially in problem solving. The participants take it in turns to put themselves in the other person's position. Active listening and empathy are often a source of creativity and innovation.

Brainstorming is useful for its dialectical method. We go one step further each time. Collective intelligence is set in motion. We are more relevant with several brains than with one.

How to Run an Effective Meeting in Easy Steps? Reviewed by pite on August 30, 2022 Rating: 5

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