It’s only Tuesday and you have another meeting to attend, how are you supposed to get any work done? Now your boss has called and they want you to lead the next one. The meetings you typically attend at work don’t start on time, get easily off track and nothing really gets done. Some people won’t even engage in the discussions.
It’s up to you to change the pace and make this meeting pleasant and productive. Use these strategies to stick the agenda and accomplish the mission in record time.
1. Create an agenda. Seek the attendees’ input and draft an agenda prior to the meeting. Send it to them to before the meeting with the understanding it is a draft and things could change due to unexpected circumstances. Make copies of the agenda and have it available before the meeting starts. Review the agenda at the start of the session in case any changes need to be made.
2. Start on time. Starting on time can be one of the biggest challenges, but people will respect you for it. If some of the key players have not arrived yet, know how you can get started without them being there. You start by asking if anyone has any questions before you start. You can also ask if anyone needs a copy of the agenda or if they need pen and paper. Take a few minutes to go over any logistics such as where the restrooms are.
3. Welcome everyone. Even though these may be people you work with on a regular basis welcome them. Thank them for attending. This lets them know you value their time and presence. Take time for introductions and if it will add value, give a quick one or two line statement of the role they play in the company and meeting.
4. Test the equipment. How many times have you gone to a meeting and it was delayed because the equipment didn’t work? Don’t be that guy! If you have time, test the equipment a few days and a few hours before the meeting. Ensure laptops, microphones, projectors, etc are all working and ready to go. This gives you ample time to make adjustments.
5. Know your audience. Facilitate and guide the discussion based on the style and organizational culture if the group. Some groups prefer more formal structured meetings, while others prefer a relaxed environment. Also, be mindful of experience levels and preferences of the group you are working with.
6. Set ground rules. You will have so many different personalities in the room, be sure to guide the conversation so the focus on the issues at hand. Encourage everyone to respect the opinions of others to allow for constructive dialogue. You are a team after all. Most likely, everyone will have brought their cell phone into the room, remind them to silence their phones to avoid any distractions.
7. Respect the clock. You started on time, now make every effort to end on time. If need be, schedule a follow-up meeting or agree to send additional information via email. There are also various programs you can use for group chats to close out any final details such as Voxer, What’s Up App, Skype, and more. Consider appointing a timekeeper to make sure you stay on schedule.
By following these strategies, you set the stage for the meeting to be much more pleasant and productive. But, now that the meeting has started, how to create an atmosphere where everyone feels comfortable to engage and contribute? Be sure to check back with Infinity Coaching Leadership Blog to see what you can do to foster an environment where everyone feels they are contributing to the goals and outcome.
If you would like information on organizational training that can assist you and/or your staff to reaching new heights, send me an email at cowens@infinitycoaching.net. Working together, you can achieve Leadership Mastery and raise the game to a whole new level.
Carolyn R. Owens has over 25 years of proven experience and serves as a Career Strategist, Leadership and Life Coach. She is the Chairwoman and CEO of Infinity Coaching, Inc. where they help you up-level your skills so you can up-level your income. Infinity Coaching, Inc. provides one-on-one and group coaching, organizational training, personality assessments and a signature program, the Infinity Coaching Inner Circle. Carolyn is certified to give both The Energy Leadership Index Assessment and Myers Briggs Type Indicator Assessment. You can find out more about both assessments and other products and services at https://infinitycoaching.net.
