The Ultimate Meeting Guide: How to Run a Meeting Like a Pro
Without a doubt, meetings remain an essential part of doing business. Among many other benefits,
they ensure your teams stay on the same page with the information they need to get things done. Unfortunately, they get a bad rap for taking up time and resources—ultimately costing your business.
So, why are meetings earning such a bad rap? Mostly, it’s because of the sizable gap between the increasing volume of meetings and the value derived from the time spent.
So, what can a business do?
The short answer is: Conduct simple, direct meetings focused on clear action items, so that the time spent feels convenient and useful for your employees.
CHAPTER 1: Do You Even Need to Meet?
CHAPTER 2: Simple, Successful Meetings Have Many Benefits
CHAPTER 3: Meet Like a Pro
CHAPTER 4: Manage Your Online Meetings with Ease
CHAPTER 5: The Right Meeting Technology Solution for You
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CHAPTER 1: Do You Even Need to Meet?
When is a meeting necessary?
Should a meeting be convened at all?
They’re valid questions and could save you significant time and money.
Meetings without a clear agenda often lead to unproductive behaviors from attendees.
Watch your company’s bottom line and value your employees’ time by first determining whether a meeting is necessary. If it is, then follow some best practices for making it a success.
Here are some simple criteria to consider before calling or attending a meeting:
• What is the action item of the meeting?
Is it decisive or informing?
• What is the size of the meeting? If the number of people attending the meeting is greater than 10, it’s more of a presentation than a meeting.
• Is the meeting simply to inform a handful of people? If the time will be spent discussing status or debriefing information, you likely only need to send a memo or email or publish a document on your company’s intranet/website.
• Will the meeting solve a problem? Will it help you and your peers reach an important decision, or persuade a group of people to support a proposition? Is a brainstorming session needed to gather new information for a product or service? If you answered no to any of these questions, you don’t need a meeting.
• Is there a better alternative, such as using a tool with real-time chat or team announcement features? If so, explore the merits of such a tool before requiring people to pause whatever they’re doing to attend a meeting.
• Will suspending or canceling a meeting negatively impact your employees’ abilities to complete the tasks assigned to them? If yes, go ahead and convene the meeting.
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Source: The Ultimate Meeting Guide: How to Run a Meeting Like a Pro (Microsoft)
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