You gather with your colleagues to have meeting, and after 2 hours of discussion there is no real conclusion, clear to-do list and a defined direction.
You are wondering how and why this is happening to real professional….
Sounds familiar to you :)?
The good news, you can give some pre-meeting effort which will help to you have less mistakes during the meeting.
Here are four ways how to realize more effective meeting and what to do to avoid miss confusion
A lack of planning.
Effective meetings rarely happen organically. Instead, they result from accurate planning. Be sure to clearly define the main purpose as well as create a detailed agenda. Limited room for spontaneous discussion is fine. But having an agenda will help secure that you achieve your objectives in a timely manner.
Next, take the time to create logistical plan, like supplemental materials such as PowerPoint presentations or handouts.
When speakers are on the agenda, consider to give them limited time for speaking, so you can avoid unwanted surprises.
The absence of a main facilitator.
If no one takes charge during the meeting, easily can run off track and waste time.
To avoid this, each meeting assign a leader who can reduce off-topic conversations, encourage positive discussion and assign follow-up activities.
A failure to anticipate strong reactions.
Every controversial topics must be discussed during a meeting. To sidestep possibly unpleasant reactions, hold a few one-on-ones with your most influential or outspoken team members to gauge likely responses.
Whether you all are on the same page, you’ll be able to better prepare for questions and opinions that might otherwise catch you off guard.
Even the best meetings will become unusable if no one takes notes or assigns follow-up tasks. To this point, appoint an attendee, not the facilitator to take care of this. The most ideal scenario, if he or she will email a summary to rest of the participants.
Finally, you have to understand that even a good meeting can sometimes go off track. But these guidelines can help you keep such situations to a minimum and to create effective meeting.