Ever felt unproductive during or after a meeting? We've all been there and there are multiple reasons why we feel like this. In this blog post, we address common mistakes during and after business meetings and how to avoid them by practicing 3 simple rules.
Most unproductive meetings are unplanned.
The first golden rule for an effective business meeting management is to plan a meeting, for there is no worse way to start one than to be unclear about what's going to be discussed or achieved.
Before you invite your colleagues or customers, take a few minutes to plan the session, especially the agenda which should include at least the following criteria:
* Start and End Time
* Topics to be discussed
* Estimated time for each topic
* Place or link for the meeting
Once you have a clear path for the meeting, it's time to send the invitation to the attendees with the information you've developed.
Most unproductive meetings are inconclusive.
The second golden rule is to fulfill the meeting's objective and effectively delegate responsibilities. Is the meeting about taking a decision, about solving a problem or closing a deal(you surely answered this in the previous rule)?
When you reach your meeting's objective, be sure to set things in motion to complete the tasks that were assigned.
Also, be sure to write down all the delegated responsibilities, including who's responsible, what should be done, how should it be delivered, who should be informed about it and for when is it due.
When you have this, make sure you send this to all the attendees to facilitate the next milestones.
Most unproductive meetings are "ran" by everyone in it.
The third golden rule is to assign a moderator for all conversations and decisions that take place during the meeting.
It's very easy to get distracted from the meeting's main topics or to start a new conversation without closing the previous one. The moderator should be aware of these situations and persuade the attendees to stick to the agenda to follow the established agenda.
Also, the topics might be hard to address, and if this is the case, the moderator should act as the "thermometer" and "alarm bell" to prevent things get out of hand.
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