Being well prepared for a meeting is essential to ensure that it is effective and productive. By following the key steps outlined in this blog, you can maximize the impact of your meetings and achieve tangible results. Careful preparation saves time, facilitates decision-making and fully motivates participants. Put these tips into practice to set up successful meetings that will actually contribute to the success of your project or business.
To be effective, meetings should be chaired by a person who is responsible for initiating and closing the debate. Coordination is usually the responsibility of the person most familiar with the topic discussed at the meeting. The facilitator of the discussion must be able to determine the outcome of the discussion within the allotted time.
After the meeting, it is important to follow up on the progress of the actions mentioned in the meeting minutes. There is no better way to do this than to take stock in a shorter format of 15 to 30 minutes to be able to reflect on the deadlines, the issues and the decisions taken to move forward and meet our commitments.
I always include the minutes with my next meeting invitation, which also includes the topic, goals, and agenda.
Following up with attendees after the meeting can help solidify key points and actions identified during the meeting. You can do this by sending meeting minutes, actions to be taken, and a summary of any deadlines or criteria you set during the meeting.
In summary, the secret to more productive meetings lies in planning, agenda structure, proper facilitation, respect for meeting time and roles, as well as follow-up through meeting minutes and good task management.
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