The perception of most people is that ‘Meetings are a sheer waste of time.’ This is the case when it is unstructured and not driven by an agenda and predetermined objectives. It is, singularly, the best forum to understand that we can agree to disagree.
“We may have our private opinions but why should they be a bar to the meeting of hearts?” – Mahatma Gandhi
Meetings are a great way to develop, maintain and enhance relationships. The techniques to conduct effective meetings have earned a core spot in our Managerial Training program because of the criticality of the skill.
In his article, “How to Lead Your First One-on-One Meeting,” Matt Mayberry emphasizes the significance of one-on-one meetings for team management, particularly for new managers, and presents a comprehensive strategy for preparing, conducting, and optimizing the impact of such meetings. Additionally, he underscores the importance of follow-up and reflection for effective coaching and team development.
Here are a few Dos and Don’ts that can make a meeting effective:
- Structure the Meeting – An agenda has to be laid out before the meeting to give an understanding to the participants on the objective of the meeting. It can also have clear guidelines on the do’s and don’ts to be followed. e.g. (Mobile phones have to be put on silent mode)
- Punctuality – During group meetings punctuality has to be insisted. Executives should not be made to wait for other members to join. Every member should be conscious and value the time spent by every member who is attending the meeting setting aside their important tasks that need to be attended.
- Conveying Respect – The chair who is administrating the meeting should take the responsibility to convey the respect and dignity that needs to be maintained by every member till the end
- Conveying Openness – Openness to listen to each member’s viewpoint will create a positive atmosphere and also foster a platform to encourage creativity and innovation within the group
- Managing Interaction – The chair has to take control of the meeting by managing the interactions of the meeting to ensure that the discussions do not lead to a different path that deviates from the original agenda of the meeting
- Minutes of the meeting – A person has to be assigned to take the minutes of the meeting that can be recorded and sent via email to all members who attended the meeting for reference and follow-up
The Managerial Effectiveness Training programs offered at Momentum Training Solutions aim to transition managers from a team member mindset to a team leader mindset.