As a leader in your company, you will encounter various roles and responsibilities that will allow you to demonstrate your leadership. One example is in facilitating effective meetings. In a productive meeting, the organizer communicates their ideas while incorporating the valuable contributions from other participants, while simultaneously managing time and direction of the meeting to ensure efficiency. In doing so, the meeting facilitator demonstrates the ability to guide and contribute to the overall strategy of the organization.
Below are several tips on facilitating the most effective – and efficient – meetings.
Prepare in advance
It may seem obvious, but the universal motto to “be prepared” applies for several different components of a great meeting:
- Write the itinerary ahead of time and email it to meeting participants. Seeing the schedule on paper and running through the length of the meeting in advance will help you to gauge whether the meeting time will run long and if you need to cut out any items from the itinerary.
Also, emailing the itinerary to participants will allow them to know what to expect. This will let them ruminate over discussion points in advance and likely better ensure the meeting stays on track.
- Circulate any pre-reading at least two days in advance, if possible. Background reading, if relevant, is an excellent addition to a meeting in that it will facilitate a more robust and informed discussion. Just make sure you give participants enough time to review the materials.
- Avoid technical difficulties during meeting time by testing any technical components – presentations, teleconference lines or otherwise – in advance.
During the meeting
During the meeting, a few tactics can help you to address the main points of discussion clearly and concisely:
- Use materials to illustrate key concepts. Presentations, handouts, binders or other materials that lay out ideas visually for participants will help them to follow along and internalize the messages.
- Incorporate discussion throughout the meeting. The primary difference between a meeting and a presentation is that the role of the meeting participant is essential in the outcome of meeting – so let their opinions play a part! To capture the points of discussion, ensure someone is designated to take notes during the meeting.
The process is not over when a meeting concludes. Take the appropriate follow-up steps to ensure the effectiveness of your meeting:
- By the end of the meeting, determine a list of action items and who is assigned to complete each task. Also, decide what will be addressed at the next meeting. Shortly after the meeting concludes, email these items to attendees while they are still present in your mind.
Running an effective meeting includes more than simply keeping the conversation on topic. A valuable meeting can influence the overall strategy of your organization – and show your leadership skills in doing so.