Surely you have also attended long company meetings where time seemed to stand still, or meetings where too much is attempted and, in the end, no conclusion is reached, right? Well, these are some of the most common mistakes that make many of these gatherings end up being a waste of time for everyone; but the good news is that if we know how to properly organize and structure a work meeting, it can be an ideal tool to exchange ideas, define new strategies, and realign teams in a coordinated manner.
If you lead teams and want to learn how to define the timing and content of an effective work meeting, don’t miss this post. Welcome!
A company meeting is a one-time event held with a specific objective. It can be to inform employees of important corporate news, establish new workflows or methodologies, set new goals, or distribute tasks, among others, but there must always be a purpose behind a meeting.
Conversely, any gathering where various topics are discussed without a specific orientation or a predetermined agenda cannot be considered a formal work meeting, as it would serve no purpose other than taking effective work time away.
On the other hand, there are teambuilding events, such as afterworks, company dinners, or other events, which are not considered work meetings, as they do not address topics aligned with any business objectives.
Clearly determine the reason for the meeting and the objectives to be achieved.
As mentioned before, ensure the meeting is necessary.
Invite only the people necessary to achieve the meeting objectives and avoid overloading with attendees, as this may hinder effective decision-making.
Create a detailed agenda that includes the topics to be discussed, the time allocated to each point, and the names of the responsible persons for each topic. Also, distribute the agenda in advance so participants can prepare.
Select a date and time convenient for all participants and choose a meeting location that is properly equipped.
Ensure all necessary materials, presentations, or documents are ready before the meeting. This includes projectors, whiteboards, videoconference devices, etc.
Encourage participants to actively contribute to the conversation and share their ideas. Establish rules to maintain order and avoid interruptions.
Keep the meeting focused on the agenda and ensure that the time allocated to each point is respected. This will prevent deviations and off-topic conversations.
Assign someone to take notes during the meeting, record decisions, and assign responsibilities. At the end of the meeting, share these notes with all participants.
When necessary, guide participants to reach clear and actionable decisions. Set deadlines and assign responsibilities for following up on the decisions made.
At the end of the meeting, conduct a brief evaluation to gather participants’ feedback, and use this feedback to improve future meetings.
Send a summary of the minutes, decisions made, and assigned actions to all participants after the meeting. This will help keep everyone informed and accountable.
Follow up on the actions agreed upon in the meeting to ensure they are being implemented.
We hope this post helps you organize your upcoming meetings. Additionally, we want to emphasize that the most important aspect of a meeting is clarity of purpose, so the gathering revolves around it. This objective should be achievable and measurable, so that when tracking and evaluating, it is possible to identify if the actions carried out were useful enough to continue or pivot.
Furthermore, it is essential to encourage active participation from attendees and to urge them to come prepared with their own materials and notes so they can contribute their ideas concisely, which is closely related to effective communication and active listening, both fundamental in any corporation. We should also remember to follow pre-established agendas and stick to the allocated time for each discussion point, to prevent meetings from taking longer than expected and to promote decision-making and assignment of responsibilities.
We must aim for the meeting to be a springboard for action and, ultimately, to result in tangible outcomes.
Do you want to learn more about team management, innovative strategies, and disruptive changes in the business environment? Keep reading the Educa.Pro blog!
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