There would hardly be any organization where meetings aren’t organized. It’s a part of every organization, rather every department as communication is a vital part of every team. Ever heard of meeting etiquettes? Yes, they do exist and can help you to leave a powerful impact on all the other members. Here are 5 habits of an effective meeting:
The first rule of a meeting is to adhere to the timings. If you have scheduled for a meet at a particular time, then you should be the first to follow it and either be ahead of the slated time or on time. This will ensure that all the important aspects are covered within the stipulated time and latecomers will be careful from next time. You should also finish the meeting on time as there might be a different schedule for a different person.
You cannot randomly invite people and start discussing a topic. A meeting must have an agenda as in the objective of the meeting must be known. A written agenda must cover the objective of the meeting, topics to be discussed and the facts and figures required. You can also circulate it to the attendees so that they can prepare well for it in advance.
There are times when the meeting may not be as effective as you would have expected it to be. Thus, it is better to set the desired outcome before forming the agenda. This will prevent the meeting from going off the track.
Minutes are the gist of a meeting. If you have scheduled a meeting earlier on the same objective, you can read the minutes of it in the meeting. This will allow the participants to connect themselves to the context easily. If anything is pending from the previous report, you can ask the concerned person about it. Also, you can assign the next task to the person.
Once you are done with the discussion, it is always better to remind people of the actionable items. The person who is recording the minutes must read the actionable tasks and the responsible person for it. Remind them of the stipulated time within which the task must be completed. You can also declare the next date of a meeting if you are sure about it.
Thus, a professional meeting must be carried out effectively and efficiently. Every important topic must be covered and the objective must be met. The attendees must feel that they have invested time in meeting rather than feeling it as a waste of time. Punctuality is the essence of a meeting and all the participants should stick to it. Formal dress code is mandatory in a meeting. The participants should allow the other person to speak before making a point. Interrupting a speaker is not a good idea in a meeting. A perfect meeting can generate great results for a business.
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