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Effective Meeting Tips



EffectiveMeetingTips


Contents :-



Successful Meeting Preparation


How you prepare for a Team meeting can have a direct impact on the effectiveness of the event. The following tips help prepare Leaders to conduct their Team meetings with precision.

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* Arrange the room in the best seating style for the group. Small groups can be around a table. Mid-size groups can be in classroom style. Larger groups should be in theater style. Be conservative in estimating the size of the room for your meeting.

A full room generates a more exciting atmosphere than one with several empty chairs. You can ensure seats at the front are filled first by adding chairs at the back only if necessary.

* Be prepared and in control. Do not look stressed in front of your Consultants. Connect with each Consultant as they enter so they feel comfortable and accepted.

If you can’t actively be at the door, choose one or two Consultants with outgoing personalities to welcome everyone as they arrive. Ask them to be there fifteen minutes prior to the meeting.

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* Have name tags for guests and Consultants. Make your guests feel special by placing a strip of bright ribbon under their stick-on name tag or using a different colored name tag. This will make them feel welcome. Name tags also help you remember names as your team continues to grow.

• Involve your team. Ask as many Consultants as possible, both new and established, to contribute by bringing a business tip or taking on a role in the meeting.

Sharing the responsibility ensures higher attendance and gives a sense of ownership for the meeting. Their input also helps prepare them for their future role as leader.

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* Be sure handouts are copied and in order. It is best to have them at each participant's chair. If there are late arrivals, they will make less of an interruption if they do not have to ask for the materials.

* Audio/Visual equipment (i.e., flip chart, white board, VCR, overhead projector) needs to be in place and ready to use.

* When possible, have a small product display. If there is time left at the end of the session, you can share product information.

* Plan to start your training on time and end on time. Do not wait for late arrivals. They will never learn to be on time if you adjust for them.

* Dress professionally. As a Leader, you play an important role in cultivating the Company image. Your words and actions will show others you treat your business as a business. The tone of the meeting is set by how you dress.

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* Music can add excitement to your meetings. Ask a ConsultantConsultant to supply the music before and after the Meeting. Select contemporary music for an upbeat atmosphere.

* Get yourself in an enthusiastic state before the Consultants enter the room. Your Consultants will pick up on it and it will carry over when they leave.


Before The Meeting


1. Define the purpose of the meeting.

2. Develop an agenda in cooperation with key participants. See a sample agenda.

3. Distribute the agenda and circulate background material, lengthy documents or articles prior to the meeting so members will be prepared and feel involved and up-to-date.

4. Choose an appropriate meeting time. Set a time limit and stick to it, if possible. Remember, members have other commitments. They will be more likely to attend meetings if you make them productive, predictable and as short as possible.

5. If possible, arrange the room so that members face each other, i.e., a circle or semi-circle. For large groups, try U-shaped rows.

6. Choose a location suitable to your group's size. Small rooms with too many people get stuffy and create tension. A larger room is more comfortable and encourages individual expression.

7. Use visual aids for interest (e.g., posters, diagrams, etc.). Post a large agenda up front to which members can refer.

8. Vary meeting places if possible to accommodate different members. Be sure everyone knows where and when the next meeting will be held.


During The Meeting


1. Greet members and make them feel welcome, even late members when appropriate.

2. If possible, serve light refreshments; they are good icebreakers and make your members feel special and comfortable.

3. Start on time. End on time.

4. Review the agenda and set priorities for the meeting.

5. Stick to the agenda.

6. Encourage group discussion to get all points of view and ideas. You will have better quality decisions as well as highly motivated members; they will feel that attending meetings is worth their while.

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7. Encourage feedback. Ideas, activities and commitment to the organization improve when members see their impact on the decision making process.

8. Keep conversation focused on the topic. Feel free to ask for only constructive and non- repetitive comments. Tactfully end discussions when they are getting nowhere or becoming destructive or unproductive.

9. Keep minutes of the meeting for future reference in case a question or problem arises.

10. As a leader, be a role model by listening, showing interest, appreciation and confidence in members. Admit mistakes.

11. Summarize agreements reached and end the meeting on a unifying or positive note. For example, have members volunteer thoughts of things they feel have been good or successful or reiterate the organization's mission.

12. Set a date, time and place for the next meeting.


After The Meeting


1. Write up and distribute minutes within 3 or 4 days. Quick action reinforces importance of meeting and reduces errors of memory.

2. Discuss any problems during the meeting with other officers; come up with ways improvements can be made.

3. Follow-up on delegation decisions. See that all members understand and carry-out their responsibilities.

4. Give recognition and appreciation to excellent and timely progress.

5. Put unfinished business on the agenda for the next meeting.

6. Conduct a periodic evaluation of the meetings. Note any areas that can be analyzed and improved for more productive meetings. See a sample meeting evaluation.

And remember, effective meetings will keep them coming back!



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