Guide To Holding A Successful Meeting
MAKE THE MEETING A “SAFE PLACE” FOR EVERYONE TO SAY WHAT’S ON THEIR MIND
POSITIVE – LISTEN – RESPECT – LISTEN – SUMMARISE – NET ACTIONS
- Come to the meeting with a positive attitude
- Be prompt in arriving to the meeting and in returning for breaks
- Introduce yourself and ask the same from everyone in the room
- Understand why everyone is in attendance
- State at the purpose at the outset (refer to agenda) = how long the meeting will take.
- Come prepared, have your actions closed, know what you want to bring to the meeting.
- Turn off or put mobile phone on silent. (if you absolutely must take a call please leave the meeting room)
- Talk one at a time, wait for the person effectively “chairing” the meeting to recognise you.
- If “client type” meeting – one person to lead / chair “our side” of the table.
- Be patient with listening to other speak, do not interrupt them.
- Keep the meeting to one topic at a time – deal with agenda in sequence set out.
- When an item has been fully discussed, do not bring the same subject back up.
- Take good notes.
- Humour can be a very good “ice breaker” – but carefully ensure it is appropriate.
- Ensure that actions have been clearly identified, agreed and recorded.
- Respect other’s ideas. There is no such thing as a bad idea – but you may have a better one.
- Encourage other people’s ideas (you already know your own).
- Particularly for client meetings – Close the meeting by summarising what was dealt with and what are the Next Actions.
- End the meeting on time