Planning a Successful Meeting

by Basheer Badran

Meetings can be annoying, often unnecessary and take time away from other crucial work. But work meetings are very efficient and productive when they well planned. 

Here are some simple tips for planning effective meetings:

  • Invite the right people at the meeting: the key stakeholders must be present and do not invite people who do not need to be there.
  • Have organized planning and stick to it: all meetings must have an output such as a decision made, so enough time is allocated for making decisions.
  • Arrive at the meeting on time: visual aids need to present plans, therefore arrive at the venue on time to set up the room so that the assembly can begin on time.
  • Understand the audience: tailored messages to the audience, present the key points without drilling down into too much detail.

Planning an effective meeting

Here are some relevant ideas to make your meetings effective :

  • Designate a rabbit hole monitor at the beginning of the meeting. The role of this participant is to call out the occasions when people go off track and drag the whole team meeting toward a particular direction.
  • Be prepared to follow up making a decision can take more time. One of the best techniques is to ask closed questions. For example – I know that you need a bit more time to approve the budget. Do you think you can do it by tomorrow morning? Is there anything else you need from me to help you reach a decision?
  • Within a day after the meeting, send out a summary of what happened during it. It’s a good idea to follow up with an email to all those in attendance: include both those unable to attend and anyone else who needs information about it. Include action items specifying who is responsible for each item as well as the due date.

References :

  • https://www.thebalancesmb.com/how-to-conduct-effective-meetings-1223542
  • https://www.thebalancesmb.com/simple-steps-for-planning-meetings-4105855
  • https://extension.umn.edu/leadership-development/planning-effective-meeting-agenda