Did you know that business executives spend about half their time sitting in meetings? In fact, 40 to 50 percent of their working hours are consumed by meetings, according to a study by
Annenberg School of Communications at UCLA and
University of Minnesota's Training & Development Research Center.Meetings are inevitable — whether you’re a business executive or member of a volunteer, social, or civic organization. But meetings can be a very effective and efficient way to communicate, if properly planned and conducted. To help you pull off successful meetings, below are some key strategies to follow. You may only need to address a few of them, if you’re conducting an informal meeting. For a meeting with major consequences, you should give all or most of these areas careful consideration.
Prior to
Meeting
First, you’ll need to define
purpose of
meeting and develop an agenda with
cooperation of
key participants. Then distribute
agenda and circulate background material, lengthy documents or articles ahead of time. This will make participants feel prepared, involved and up-to-date, so they can be ready to make valuable contributions to
meeting.
Next, choose an appropriate time for everyone to assemble. It’s also important to set a time limit and stick to it, as much as possible. Participants have other commitments and will be more likely to attend meetings if you make them as productive, predictable and short as possible.
If possible, set up
room so attendees can face each other in a circle, semi-circle — or U-shaped rows for large groups. The location you choose should comfortably suit your group's size. Rooms that are too small can get stuffy and create tension; a larger room is more comfortable and encourages individual expression.
During
Meeting
Greet attendees and make them feel welcome, even latecomers when appropriate. If possible, serve light refreshments to help break
ice and make everyone feel comfortable.