Make sure your meeting technology
is universal and easy to use
Your technology’s no good if your client can’t use it. Forcing software downloads,
or frantic hunts for an alternate tool when the first doesn’t work diminishes your
professionalism in your clients’ eyes.
Ideally, your meeting technology should require no more than an internet
connection and a phone number. If they’re online, they’re in.
Distribute an agenda prior
to the meeting
Research shows that meetings with pre-distributed agendas are overwhelmingly rated as more
productive and enjoyable. Sending an agenda in advance offers great bang for the buck.
The agenda should explain the meeting objective and the topics to be covered. If you plan
to review a document, say so, and provide a link to the document so participants can be
prepared. Assign a time limit to each segment of the agenda, and don’t forget to schedule
time for Q&A when appropriate.
Ensure everyone has easy access
to documents in advance
There are multiple file sharing tools out there. Unfortunately, most require yet another
login or software download. You can email documents, but let’s face it: it’s a challenge
for your clients to ferret docs out of their inbox.
The ideal is a meeting tool with a document repository built in. That way, when
participants click to join the meeting, their documents are right there. No fuss.
Make sure to capture notes,
and get help doing it
Often, meeting leaders also attempt to fill the role of meeting note-takers—to the
detriment of both meeting efficiency and accurate note taking.
Multiple note takers allow the leader to concentrate on running a productive meeting,
while providing a more comprehensive view of the meeting’s key points. If you have
a client who is interested in helping take notes, even better! Then you know they’re
engaged and you’ll get results documented in their words.
Use progress checks
When you meet online, your conversation can lose clarity. This makes it doubly important
to confirm that you’ve accurately captured decisions and concerns, and that you’ve
accomplished what you needed to with each topic.
Use your notes to summarize and confirm progress throughout the meeting. It’s a good
way to remind participants of how far you’ve come. It brings everyone together, and
works as a springboard for additional progress. This will also help you respect everyone’s
time and help you keep to your schedule.
Assign action items and make
It’s not enough to verbally assign action items, or to leave them open for “anyone” to
complete at some unspecified time.
Capture action items and assign them to specific individuals. Include them in the
meeting notes, and provide a due date. Then in subsequent meetings, be sure to
review the list of open and recently closed action items to help your client see that
you’re on top of all your commitments.
Distribute your notes immediately after the meeting. Then, permanently house them
with your other meeting and project records.
That way, clients won’t have to search multiple emails to puzzle the meeting back
together. Maintaining such a centralized ‘meeting home’ will impress clients with your
professionalism and help you keep the entire team up-to-date with the project, even
when they can’t attend some meetings.
Meeting tools can help you seamlessly adhere to these, and other meeting
best practices. The right tool can help you make every meeting more
productive, and accountable.
Visit LucidMeetings.com to learn more,
or call 1-503-206-8110