You have a meeting coming up with an important client, your boss, a co-worker or a friend. You want to have a successful meeting but don’t know where to start.
This article will give you the tools to have a successful meeting.
I believe for you to have a successful meeting you first must develop the mindset of a successful person. Once you have developed a positive outlook, I believe you can overcome any challenge that you face.
Now that you have a successful mindset, the second thing you will need to do is become proficient in your presentation skills.
No matter who you present to, I believe you need to be confident to accomplish your goals.
A successful meeting begins by understanding who you will be presenting to. Get to know the personality types of the people you will present to. This will make it easier for you to connect to different people in the audience.
Once you know the different personalities of the people in your audience, you make it easier on yourself to get your message across. It will not matter if you are talking to staff, existing customers or new prospects, you can have a successful meeting.
I believe one of the goals of your meeting is to convert new and existing client to new business. I believe your goal is to effectively convey your message to employees of the company. This is done by effectively communicating your message.
12 Steps to a Productive Meeting
Over the years, I have attended many meeting. I have seen what works and what does not. I have also been able to see for myself what works and what does not.
To many companies are wasting time during meetings and far too many companies are having meetings about having meetings.
My goal is to make the process to have a successful meeting easy for you. When you face a difficult person or situation in the meeting, you will have to tools you needs.
Have an Agenda
Have a written agenda to hand out before the meeting or at the meeting. When you do, the meeting goes a lot smoother, you don’t get sidetracked and you don’t waste time.
If anything not on the agenda comes up, do your best to answer questions. If you are not able to answer the question put it on the agenda for the next meeting. You can also schedule a few moments to answer the question with the person who asked the question.
Start on Time
If you want to have a successful meeting you need to start it on time. Don’t wait for those who are a few minutes late. When they show up late and notice you have already started, most people will show up the next meeting on time.
If the same person is late for multiple meetings, you may need to have a conversation in private.
Clear End Time
If the meeting is 30 minutes, do your best to stick to the allotted time and not go over the meeting time.
Take time to listen to staff during the meeting. When they feel heard, they may perform to higher levels, as they feel appreciated.
What’s Your Goal
Do you best to set a goal for the meeting. The goal can be to give information, answer questions, talk about new products, commend staff or even celebrate success on the team.
What’s Your Topic
Do you know what the meeting is about? Try to still to that topic the best you can. If you talk about too many topics during the meeting you risk not having a successful meeting for everyone who is attending.
Who is at the Meeting
Consider who is being invited to the meeting. To have a successful meeting, that will make a difference, only invite staff who need to attend.
Many companies have a team lead or supervisor. This person can attend the meeting and then have a smaller meeting with members of their team.
Meet When Necessary
As I mentioned earlier, I have worked for, and talked to others who have worked for, companies who like to have meetings about meetings. Then they discuss the meeting after the meeting.
Having a meeting is fine, just make sure each meeting you are having or attending is accomplishing something new to push the agenda forward.
Understand the Man Hours
The more people who attend a meet the less time is spent on other important items. If you have 30 people in a meeting and the meeting is 1 hour, you have lost 30 hours of productive time.
Make sure the meeting will have a payoff greater than the hours lost.
Know the Meeting Space
Before the meeting check the lights, computers, projectors and the temperature for the room. You want to ensure the meeting has the least amount of interruptions.
Inspire Space for Ideas
The goal of the person hosting the meeting is to encourage new ideas and discussion. It is important to write any ideas that are brought up during the meeting. It is just as important to explore the ideas with the people who brought up the ideas.
The End of the Meeting
Take a few moments to summarize the meeting, especially if the meeting is a longer one.
I recommend leaving 5-10 minutes at the end of the meeting for people to ask questions. The recommended time depends on how long the meeting itself is. Do you best to answer 2 -3 questions.
The Meeting Minutes
I have been to meetings where someone is taking notes of the meeting. The notes are a summarization of the discussion of the meeting.
I have seen companies hand out the minutes from the meeting and I have gotten an email with the minutes.
Both methods can be effective ways to summarize the meeting but keep in mind it is all too easy to delete the email or recycle the paper that is handed out.
You can have a successful meeting by going through this 12-point check list. The better you understand each step the more likely each meeting will go out without any problems.
I have been to meetings where different people are hosting each week. This can be a great way to include staff but as the manager or leader you job is to make sure staff is not spending too much time preparing for the meeting.
One last thing to remember if you are hosting the meeting. It is important to engage the people you are presenting to. You can do this by following the steps outlined in this link.
Do you feel the 12 steps outlined above will allow you to better conduct a meeting at work?
Leave a comment below and let me know. Check out other articles in this post to help you have a successful meeting.
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