2. Simple Steps to an Efficient Meeting
• After a two-hour-long meeting everyone
complain about tiredness, and the team
can’t say what they have decided to do
next in order to reach goals. Many hours
are spent on meetings just to come to a
realization that nobody is clear on what
they must do next. Meetings are an
important part of work of every
organization, and there are simple rules to
make sure that meeting is efficient,
productive and doesn’t cost too much
energy. Here are some simple steps to an
efficient meeting.
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3. Create an agenda and stick to the
plan
• Huge part of what makes a meeting successful
depends on the preparation phase. Create a
detailed agenda for the meeting. Doing it will
show if you need a meeting at all. A good
agenda helps to focus on main topics.
Distribute this agenda before the meeting, so
that the members would be able to prepare.
Set a time limit for it, because meeting
members also have other tasks, and they plan
their time. Invite people you really need –
often there are a lot of unnecessary people in
the conference room. Last thing for
preparation is to choose a location, and a
larger room is always more comfortable.
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4. Have a meeting moderator to stay
focused
• Start the meeting with an agenda review, and
introduce priorities. Keep discussion focused on the
topic. It is always fun to talk about plans for the
weekend, chat with colleagues about parties, but
there is no time for this in work meetings.
Summarize agreements accomplished, and end the
meeting on a unifying or positive note. Meeting
manager, who informs about topics, doesn‘t let
getting distracted from main questions, and notices
all ideas; that is necessary for a productive meeting.
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5. Prepare To Do lists and distribute to
the relevant persons afterwards
• Describe all decisions and plans, and share
this information with the relevant person.
Evaluate meeting problems, and find out what
improvements can be made to have more
productive meetings.
• Also, put unfinished business on the agenda
for the next meeting, and write down the
participants‘ suggestions about how to
improve the meeting.
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6. Other useful suggestions:
• • In case of limited time – do a standing meeting,
then everyone will focused only on the problem
discussed.
• Give everyone in a meeting up to 2 minutes to
express their opinion to avoid talking for talking.
• Be positive and do not dominate, this will allow
getting input and feedback from team members.
• Focus and be clear about the objective to be
able to conclude at the end of the meeting and
come up with an action plan.
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7. Simple Steps to an Efficient Meeting
• In general, good meetings are
possible if they are well
planned and all participants are
aware prior to the meeting
what should be discussed and
all participants get
responsibility with good follow
up after the meeting. Then
everyone will understand the
meeting value and the time will
be used constructively and
efficiently.
