One of the challenges of being a leader is to hold meetings that will make everyone feel that they’ve learned a lot, understood the purpose of the discussion and be able to disseminate the message. To ensure the success of every meeting you hold, here are six steps you can use:
Be clear with the agenda of the meeting
The first step to making office meetings effective is to set the agenda right at the start. You might have a clear vision of the purpose of the meeting, but it will all be put to waste if you don’t know how or what to discuss. What you can do is to hand out or write on the whiteboard the topics you plan to have with your group. Having a clear outline will help avoid stalling or getting off topic.
Make sure everyone knows what you are trying to accomplish
Being clear with what the meeting is all about is one thing and ensuring that everyone knows and contributes in accomplishing the goals of the meeting is another. Sometimes, meetings are called to make important decisions. If this is the objective of the discussion, then be clear about it, too.
Prepare possible options, solutions or answers before the meeting
This includes having the people whose opinions matter attend the meeting. Also, you need to prepare every necessary data to ensure you’ll be able to answer questions, lay out all the options or provide possible solutions. For example, proposing a new marketing strategy requires budget estimates. To help make the finance head realize the feasibility of your proposal, you need to present him or her enough information to base on.
Keep these in mind to ensure success the next time you’ll be calling for a meeting.