Attending meetings is a requirement for most executives. I doubt many of us look forward to a full day of meetings or having to plan, organize or lead them. Yet meetings are a critical part of our jobs. There are many tools we can use to encourage participation, ensure our key messages are delivered and maximize the outcome of a meeting.Maintaining focus and understanding the overall purpose of a meeting is a good start. Meeting organizers who distribute agendas and supporting documents in advance are more likely to be successful, because they give all participants an opportunity to familiarize themselves with the topics and be ready to share their perspective. This will undoubtedly enhance the quality of the meeting.
It is also critical to establish the context and purpose early on. Spending a few minutes at the start of the meeting to establish context provides everyone with a common reference point from which to build the ensuing discussion. Maintaining engagement during a meeting is essential to achieving meeting objectives. As a meeting organizer, it is important to ensure that discussion, questions and suggestions are pertinent. Participants are there for a reason and, since you started out by defining context, it is important that discussion is managed for relevance.
Also of critical importance is achieving meeting objectives within the predefined meeting time. We must be respectful of our colleagues’ time by starting meetings on time and running them in an efficient manner. Try to be as clear and concise as possible, while making sure that you are getting your message across effectively.
Using a disciplined approach when planning a meeting, as well as when participating in one, will increase your organizational value and strengthen your professional reputation as an effective leader.
