How to run a successful work meeting
A successful meeting is as only as good as the leader. During the course of your work life, you will attend thousands of meetings. To stand out as a productive meeting leader, you need to do more than show up.
When you set a time for a meeting there are a few rules to follow. A meeting should run smoothly, be productive, and have people walk away with the knowledge intended from the conference. Taking these few simple rules and putting them together you will run a remarkable meeting. You will show your peers and leadership that you can take a project, keep people on task and on time.
A meeting needs to have an agenda. This is crucial for several reasons. Each person knows what is expected of them during the meeting. The people attending will have the ability to become prepared and be able to see who is attending.
The agenda should also include bulleted points. Each area needs to have details of what will be covered and the time you expect each area to take. In addition it will help you not miss any important points you want covered.
Respect the time
If you set a meeting for an hour, it is important to respect people’s time. You are the moderator, the meeting is to be started on time and end on time. Each person has other tasks on their plate. To go over the time is not valuing the other area of their job.
If you have set fifteen minutes for a subject and notice you are going over the time allotted you need to make a decision. Either the subject is important to carry on the conversation, or it should be set aside for a later date. You will have to adjust the other subjects accordingly.
A great tool for a leader of the meeting to use is the parking lot system. When any subject you are discussing starts to go over the time limit or goes on a tangent, set it aside in the "parking lot". Write the topic down to be discussed at a later time. The subjects are talked about after the meeting or during another meeting. As the meeting leader you need to keep everyone on task.
Many times meetings are planned for the sake of reviewing where a project stands. These meetings can be monotonous. It is your job to keep the people engaged and participating. There are meetings that are run where only the leader talks. It is important to hear other views. It is also key to call on people during the meeting. This ensures the staff is paying attention and following along.