Advertising
Advertising

10 Things You Can Do to Make Meetings Effective

10 Things You Can Do to Make Meetings Effective

Effective meetings are one of the ways of discussing and solving problems not just in a company but in any organization. Be it the boss or the employees, anyone can contribute and speak. Although meetings are tools necessary for productivity, some meetings just do not work out and people are just wasting their time on ineffective meetings.

There are simplified methods and techniques on running an efficient and effective meeting. Here are the 10 best ways of making meetings effective:

1. Define a clear purpose for the meeting.

A meeting will only be effective if its purpose and goals are met, whether its resolving a dispute between employees or discussing a company crisis, a clear purpose must be planned before sending out the invites to the involved people.

2. Invite the necessary people only.

Having the necessary people is another step towards an effective meeting. Does the purpose of the meeting have something to do with the network security of the company? Then invite the head of the IT department. Does the purpose of the meeting have something to do with the future of the company? Then invite your boss and the employees involved.

Advertising

Consider only the necessary people for a meeting and then send out the invites to those people. That way, you will not waste other people’s time and productivity.

3.  Create a final schedule and stick with it.

Create a memorandum for the meeting along with the important details such as topics to be discussed, venue, start and end time, and the people involved, then send the memorandum to the necessary people via email or place it on their desk. Do not wait for people who are running late, but start the meeting on time.

People will be more comfortable with a meeting if the agenda is laid in front of them. This will also lessen trivial matters such as an introduction.

4. Do not allow the use of smartphones or tablets during meetings.

It is hard to compete for the attention of people especially when they are using their phones or tablets. To ensure that they will be focusing on the agenda, ban the use of smartphones and tablets, so that each participant’s focus is only on the meeting.

Advertising

5. Assign a moderator for the meeting.

Even though you are the one who plans the meeting, this does not mean that you are also the moderator. Consider if are the most suitable person to moderate and if you think that someone else could do it better, then don’t hesitate to assign him or her to be the moderator for the meeting.

The moderator should also act as a timekeeper and watch the correct flow of the meeting, making sure the agenda is on track. Chances are, the meeting will be more successful this way.

6. Have fewer but better meetings.

Rather than calling a meeting every time there are problems or disputes in the company, find other ways to resolve those problems. Sending an email or talking to the responsible people are just some of the ways thorugh which you can opt out a meeting. You must ensure the quality of your meetings. If you call in as few meetings as possible, the participants will gladly go to them.

7. Separate eating time from meeting time.

Thirty minutes to an hour before the meeting time, declare an eating time. By this people will not eat during the meeting. During the meal, everyone eats and makes small talk. During meeting time, everyone focuses on the agenda at hand and brainstorms together. This way, you can follow your plan, dedicate your attention to fulfilling the purpose of the meeting and manage your time wisely.

Advertising

8. Spend the last 5 to 10 minutes of the meeting reviewing the decisions and actions of the participants and the overview of what was discussed.

A clear understanding between the participants and the purpose of the meeting must be met before the end of the meeting, ensuring that everyone had their queries satisfied and their contributions included.

The moderator should clear up any disagreements between participants before the end of the meeting and they must come up with concise solutions to their problems. It is important that everyone absorbs what was discussed in the meeting.

9. Send a follow-up note to every participant.

Every participant has his or her own problems outside of the meeting. To ensure that they will remember what was discussed in the meeting, send a follow-up note via email or leave it on their desk.

10. Send out an evaluation sheet to every participant.

We must admit that not everyone loves the idea of meetings and for those outliers, we must find ways to ensure that they will be comfortable whenever they are included in a meeting. Some of them won’t say what the problems are if asked directly, so an evaluation sheet is a handy tool to get feedback from those types of people.

Advertising

Check the feedback of the participants, incorporate requests of the participants into the next meeting, and change any process that causes discomfort to the participants. We must ensure the safety and productivity of the participants during meetings.

Now go ahead and incorporate these tips into your daily meeting routine and let the productivity flow. Remember, an effective meeting is a process everyone must abide to!

Featured photo credit: Meeting by John Benson via flickr.com

More by this author

The Ultimate Morning Routine for Success of Highly Successful People 9 Surprising Benefits Of Kimchi That Will Make You Want To Try It Now 11 Signs That Tell You It’s Time to Let Go 10 Differences between a Bad Boss and a Great Boss This Old Woman Has Lived On A Cruise Ship For 7 Years

Trending in Work

110 Huge Differences Between A Boss And A Leader 217 Versatile Work Skills Employers Want to See in Potential Employees 317 Tactics to Drastically Improve Communication in Relationships 4What are MBTI Types and How Can They Affect Your Career Choices? 5How to Use Visual Learning to Boost Your Career or Business

Read Next

Advertising
Advertising

Last Updated on August 16, 2018

10 Huge Differences Between A Boss And A Leader

10 Huge Differences Between A Boss And A Leader

When you try to think of a leader at your place of work, you might think of your boss – you know, the supervisor in the tasteful office down the hall.

However, bosses are not the only leaders in the office, and not every boss has mastered the art of excellent leadership. Maybe the best leader you know is the co-worker sitting at the desk next to yours who is always willing to loan out her stapler and help you problem solve.

You see, a boss’ main priority is to efficiently cross items off of the corporate to-do list, while a true leader both completes tasks and works to empower and motivate the people he or she interacts with on a daily basis.

A leader is someone who works to improve things instead of focusing on the negatives. People acknowledge the authority of a boss, but people cherish a true leader.

Puzzled about what it takes to be a great leader? Let’s take a look at the difference between a boss and a leader, and why cultivating quality leadership skills is essential for people who really want to make a positive impact.

1. Leaders are compassionate human beings; bosses are cold.

It can be easy to equate professionalism with robot-like impersonal behavior. Many bosses stay holed up in their offices and barely ever interact with staff.

Even if your schedule is packed, you should always make time to reach out to the people around you. Remember that when you ask someone to share how they are feeling, you should be prepared to be vulnerable and open in your communication as well.

Does acting human at the office sound silly? It’s not.

A lack of compassion in the office leads to psychological turmoil, whereas positive connection leads to healthier staff.[1]

If people feel that you are being open, honest and compassionate with them, they will feel able to approach your office with what is on their minds, leading to a more productive and stress-free work environment.

Advertising

2. Leaders say “we”; bosses say “I”.

Practice developing a team-first mentality when thinking and speaking. In meetings, talk about trying to meet deadlines as a team instead of using accusatory “you” phrases. This makes it clear that you are a part of the team, too, and that you are willing to work hard and support your team members.

Let me explain:

A “we” mentality shifts the office dynamic from “trying to make the boss happy” to a spirit of teamwork, goal-setting, and accomplishment.

A “we” mentality allows for the accountability and community that is essential in the modern day workplace.

3. Leaders develop and invest in people; bosses use people.

Unfortunately, many office climates involve people using others to get what they want or to climb the corporate ladder. This is another example of the “me first” mentality that is so toxic in both office environments and personal relationships.

Instead of using others or focusing on your needs, think about how you can help other people grow.

Use your building blocks of compassion and team-mentality to stay attuned to the needs of others note the areas in which you can help them develop. A great leader wants to see his or her people flourish.

Make a list of ways you can invest in your team members to help them develop personally and professionally, and then take action!

4. Leaders respect people; bosses are fear-mongering.

Earning respect from everyone on your team will take time and commitment, but the rewards are worth every ounce of effort.

A boss who is a poor leader may try to control the office through fear and bully-like behavior. Employees who are petrified about their performance or who feel overwhelmed and stressed by unfair deadlines are probably working for a boss who uses a fear system instead of a respect system.

Advertising

What’s the bottom line?

Work to build respect among your team by treating everyone with fairness and kindness. Maintain a positive tone and stay reliable for those who approach you for help.

5. Leaders give credit where it’s due; bosses only take credits.

Looking for specific ways to gain respect from your colleagues and employees? There is no better place to start than with the simple act of giving credit where it is due.

Don’t be tempted to take credit for things you didn’t do, and always go above and beyond to generously acknowledge those who worked on a project and performed well.

You might be wondering how you can get started:

  • Begin by simply noticing which team member contributes what during your next project at work.
  • If possible, make mental notes. Remember that these notes should not be about ways in which team members are failing, but about ways in which they are excelling.
  • Depending on your leadership style, let people know how well they are doing either in private one-on-one meetings or in a group setting. Be honest and generous in your communication about a person’s performance.

6. Leaders see delegation as their best friend; bosses see it as an enemy.

If delegation is a leader’s best friend, then micromanagement is the enemy.

Delegation equates to trust and micromanagement equates to distrust. Nothing is more frustrating for an employee than feeling that his or her every movement is being critically observed.

Encourage trust in your office by delegating important tasks and acknowledging that your people are capable, smart individuals who can succeed!

Delegation is a great way to cash in on the positive benefits of a psychological phenomenon called a self-fulfilling prophecy. In a self-fulfilling prophecy, a person’s expectations of another person can cause the expectations to be fulfilled.[2]

In other words, if you truly believe that your team member can handle a project or task, he or she is more likely to deliver.

Advertising

Learn how to delegate in my other article:

How to Delegate Work (the Definitive Guide for Successful Leaders)

7. Leaders work hard; bosses let others do the work.

Delegation is not an excuse to get out of hard work. Instead of telling people to go accomplish the hardest work alone, make it clear that you are willing to pitch in and help with the hardest work of all when the need arises.

Here’s the deal:

Showing others that you work hard sets the tone for your whole team and will spur them on to greatness.

The next time you catch yourself telling someone to “go”, a.k.a accomplish a difficult task alone, change your phrasing to “let’s go”, showing that you are totally willing to help and support.

8. Leaders think long-term; bosses think short-term.

A leader who only utilizes short-term thinking is someone who cannot be prepared or organized for the future. Your colleagues or staff members need to know that they can trust you to have a handle on things not just this week, but next month or even next year.

Display your long-term thinking skills in group talks and meetings by sharing long-term hopes or concerns. Create plans for possible scenarios and be prepared for emergencies.

For example, if you know that you are losing someone on your team in a few months, be prepared to share a clear plan of how you and the remaining team members can best handle the change and workload until someone new is hired.

9. Leaders are like your colleagues; bosses are just bosses.

Another word for colleague is collaborator. Make sure your team knows that you are “one of them” and that you want to collaborate or work side by side.

Advertising

Not getting involved in the going ons of the office is a mistake because you will miss out on development and connection opportunities.

As our regular readers know, I love to remind people of the importance of building routines into each day. Create a routine that encourages you to leave your isolated office and collaborate with others. Spark healthy habits that benefit both you and your co-workers.

10. Leaders put people first; bosses put results first.

Bosses without crucial leadership training may focus on process and results instead of people. They may stick to a pre-set systems playbook even when employees voice new ideas or concerns.

Ignoring people’s opinions for the sake of company tradition like this is never truly beneficial to an organization.

Here’s what I mean by process over people:

Some organizations focus on proper structures or systems as their greatest assets instead of people. I believe that people lend real value to an organization, and that focusing on the development of people is a key ingredient for success in leadership.

Learning to be a leader is an ongoing adventure.

This list of differences makes it clear that, unlike an ordinary boss, a leader is able to be compassionate, inclusive, generous, and hard-working for the good of the team.

Instead of being a stereotypical scary or micromanaging-obsessed boss, a quality leader is able to establish an atmosphere of respect and collaboration.

Whether you are new to your work environment or a seasoned administrator, these leadership traits will help you get a jump start so that you can excel as a leader and positively impact the people around you.

For more inspiration and guidance, you can even start keeping tabs on some of the world’s top leadership experts. With an adventurous and positive attitude, anyone can learn good leadership.

Featured photo credit: Unsplash via unsplash.com

Reference

Read Next