Many people think that the meetings are quite boring. This is understandable because some meetings are boring, leading some people to assume that meetings are a time-waste activity. . If you do not organize the things well, co-workers might end up fighting against each other. However, when done well, meetings can be beneficial in collaborating with the staff about various aspects.
But when you have excessive meetings at a stretch, besides wasting too much of the valuable time of the staff you are going to make people feel that they are micromanaged. It is essential for you to follow certain principles when you are planning a meeting. Here are some great ideas for your information that will work well.
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Have An Agenda:
It is essential to have a thorough agenda in place before people plan on meeting. The agenda should talk about the aspects that you plan on covering. It is vital for people to gain access to the agenda a few days before the meeting. When you do this, people will be a lot more prepared when they come to the meeting. There is no room for confusion, and since there is a reason why people are going to meet, they are a lot more excited.
Invite Key People:
It is essential to invite all the key members to the meeting that you organize. By skipping some members, you are going to get stuck. Take time to see who might add value to the meeting and invite them. Always find the best time when all the invitees can attend. It is okay to skip a meeting but not the person that is important. If they cannot be physically present in person, check to see if they can connect to the meeting using various other means.
Meetings Should Be Short:
People tend to miss the main point when the meeting is going to take a very long time. Always plan on meetings that do not take much of your team’s time. It is the only way your team members will be a lot more productive, and they will not think that it is going to be boring.
Hold Meetings At Different Venues:
If you want to excite your team, plan on ditching conventional methods of holding the meetings. Think outside the box and plan on having the meeting outside of your office. People are more excited to get a quick trip outside their office. By holding it in different locations, you will ignite interest. No doubt that you will have a meaningful meeting by following this simple method.
It is essential to respect the time that other people are willing to give. It is good to start the meetings on time and close on time. You should encourage the invitees to be at the venue at least ten minutes before the meeting. The best part about doing this is that people will get time to socialize with their colleagues before the meeting starts. It will greatly help in deviating their minds from work for a few minutes.
Have Some Fun:
Meetings will be annoying when people do not have fun. Having some humor in the meeting is always good. Never stop people from making fun as they will enjoy being present. Plan on ways to make it fun by introducing some ridiculous rules and concepts. A security management company did just that. The management decided that people should not go back to the same topic every few minutes.
Hence, once they complete the discussion on a subject if any participant goes back to the same issue, they quickly raise a paddle that has “No Rehash” inscribed on it. It is a fun way of letting the other person know that they should not dwell on topics already covered.
Have Good Debate:
Now, this is the most important thing that you need to plan. People come from different backgrounds, cultures and work environments. Because of this, there are differences in opinions and perspectives. It is essential for people to share their thoughts politely. By encouraging a good debate, you will find the best ways to resolve significant issues. The person who is heading the meeting needs to have all the power to make the decision. But it is vital for all the invitees to understand this.
When people get the freedom to express their opinions, they are very eager to come to the meetings. Always value the comments that people share even though you may not agree with them. If you embarrass people in public, they might not be willing to share their thoughts in the future. They might skip or come to the meeting and not contribute anything.
It is essential that everyone listens to the thoughts that others share in the meeting. Encourage invitees to respect each other by listening to the comments of another person. Cross talking might not fetch good results as people will not be that attentive.
These are some crucial steps that you can follow when organizing a meeting. Let the invitees know these principles so that they can come prepared.