Business meetings are often unproductive. The following outlines some tips to help ensure a productive meeting. There are three importance things to determine before scheduling a meeting: purpose, agenda, and people.
The purpose of the meeting should be clearly stated and communicated to participants. Both the agenda and materials should be sent to all members before the meeting. Let everyone know that the materials should be reviewed prior to the meeting and to come prepared to discuss the topics at hand. Discussions at meetings are important and silence may denote that you’re in agreement with the topic. Ground rules should be made clear. These may include things such as no cellphones or laptops allowed in the meeting. Also, the meeting should start on time, so arrive 5 to 10 minutes early to network beforehand.
The agenda is used to guide the meeting. Each agenda item should have a designated amount of time noted on the agenda either written in minutes or beginning time (3:15pm). An alternative approach is to use a shot-clock which is a timer used to countdown the minutes.
You may want to assign someone to take notes for the meeting. These notes can be either formally typed up and distributed after the meeting or simply make a copy or take a picture of the handwritten notes and email them to the group.
The notes should include the agreed upon action items and assignment of those task s to a responsible party. As a group leader you will need to follow up with the individual responsible for all action items before the next meeting.
The last item, but perhaps the most important is deciding who should attend the meeting. There isn’t any magic number on the number of attendees. However, many recommend no more than 6-8 people or you can use Jeff Bezos’s two pizza rule; limit participants to the number two pizzas would feed. Involve those who have a stake in the agenda and will add value. Finally, at the end of the meeting there should be a recap of the results of the meeting, next time steps to be taken, and the responsible party for those actions.
A little extra planning can go a long way to increasing the productivity of any meeting.