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Friday, 8 March 2013

Mastering the Art of Meetings

There are several benefits to meetings; one benefit that often gets over-looked is the social aspect that accompanies meetings.  Socially, they can create stronger connections and bonds between coworkers.  In many offices people will sit side-by-side in cubicles and not actually get the chance to know the person who sits in such close proximity to them 40+ hours a week.  Meetings give a chance for co-workers to meet face to face and actually converse.  They are credited for boosting office morale and unity amongst different divisions.

Meetings are also very convenient for when you need to get something done.  It can be time-consuming to create memos only to have others disagree with their contents, and have to send revisions back and forth.  Meetings can help to get rid of the middle stage and allow you to start your work on the right foot.  The question you need to ask yourself is “how do you ensure you get the most out of your meetings”?  Here are some tips for mastering the art of meetings and make the most out of your time:

1.      Make a decision first.  Don’t call a meeting to make a decision; it is better to make a decision first and then get the input of others to make sure that the decision is on track and to figure out how to execute it.

2.      Smaller is better.  Invite only the people who are necessary and will add value to the meeting.  If a person has no interest in the outcome and are not part of implementing it, then they probably should not be there. 

3.      Be prepared.  Whoever organizes the meeting is responsible for putting together an agenda for everyone to read through before the meeting starts

4.      Time it just right.  Don’t disrupt the most productive hours of the day; instead, hold a meeting in the afternoon as a break in the day.

5.      Avoid the one-way conversation.  Encourage people to exchange ideas rather than conducting a one-person lecture.  This also helps to bring a sense of informality to the meeting; a sense of humour can usually help energize meetings and make them a welcome break in the day.

1 comment:

  1. Thanks for this post. I have never been one to avoid or grumble about meetings, but have oftentimes found difficulty in figuring out how to structure the meetings from the get-go. Thanks for the useful tips, I look forward to trying them out!


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