How do you plan a perfect meeting?
No business grows without meetings. Interestingly, meetings are a crucial part of the work environment and a vehicle for business growth. They offer a chance for people to share their opinions and suggestions on how to grow your organization or business.
Regular meetings are essential, but an objective must be achieved. Unfortunately, some meetings are time wasters because the planner didn’t do certain things. For a perfect meeting, do the following.
Send a notice of the meeting
Sending a meeting notice is the first step to planning a perfect meeting. Even if the meeting is monthly, daily, or yearly and has a fixed time, you must send reminders or notices to inform us of the meeting date. Send a reminder and do personal follow-upsfollow-ups if the meeting is crucial. Without a notice of meeting, you may not get the required attendance.
State the purpose of the meeting
You can send the agenda to members of the organization during or before the meeting. However, the best way is to prepare an agenda for your meeting and share it with members on the day of the meeting. If you send it before the meeting, some members may sabotage your effort, and the meeting may not hold or yield any results.
Allow people to air their views
During meetings, allow members to express their views and how any action affects them. However, ensure that members in attendance speak respectfully to each other without raising their voices or using foul language. Be decisive if you are the moderator of the meeting, and take action against anyone speaking with foul language.
Keep it short and straightforward
Try as much as you can to close the meeting on schedule. If the meeting is scheduled for 2 hours, ask the member if they are comfortable continuing with the discussions. If their opinions are divergent, then schedule the meeting for another date. However, if the issues discussed must be treated urgently, then make a plea for extra time so you can conclude.
State your decision-making process
If it’s a private business, the CEO will most likely have the final say. However, if the CEO is unavailable, then the most senior officer will be responsible for that decision. Let the members know how decisions will be made. In some cases, even with the presence of a CEO, the moderator may adopt voting. The votes will be counted, and the group with the highest votes will decide what to do.
Keep proper records
Record keeping is the only way to tell what happened during past meetings. If you are the company secretary, ensure that all records, including the minutes of meetings, are kept. No other organization will grow if its records are not kept properly. The minutes of the previous meeting will help form an agenda for your meeting.
Conclusion
You may not achieve all your objectives in one meeting, but ensure that the majority of the agenda is discussed. Don’t allow the meeting to exceed the stipulated time, or else your members may find it tiring to attend. Visit https://lemcal.com to learn more.