Online work meetings have become an everyday affair, especially in the remote work scenario. However, if not planned properly, such meetings can go haywire and can disrupt the rhythm of the workflow. Therefore, you should conduct effective meetings that will make your work easier.
Here are 7 strategies to host successful meetings:
Have a set of objectives:
At the very onset of scheduling a meeting, ask yourself whether the meeting is important. Draw up a set of objectives that you would want to achieve by the end of the meeting. Once the meeting has started, let the participants know about the common goal so that everyone discusses relevant and appropriate items following the objectives.
Set an agenda:
Draw up an agenda of the things that you will be discussing during the meeting. Then, share this agenda with all the participants of the meeting. Make sure that your agenda features the time and date of the meeting along with a brief description of the things that you will be covering in the meeting. This will help everyone to be on the same page before the meeting begins.
Choose the right time:
Be aware of when you are scheduling the meeting. Is it early in the morning or late at night? You can keep short meetings for the morning session when your employees’ minds are fresh and they can take actions on the items discussed. Meetings late in the day find most of the people tired and thus, there is a possibility of the most important things remaining unaddressed.
Start preparing for the meeting even before you have shared the invites with the attendees. Make a list of the topics to be discussed along with the speakers, time and location of the meeting. Also, work a little bit on acquiring the background information that the participants might be needing to make the meeting more effective.
Have limited participants:
Just like too many cooks can spoil the broth, too many participants in your meetings can lead to heightened confusion and lack of clarity. Choose only those members who are essential for the meetings. When you invite fewer people to the meetings, your team can make quick decisions, test their ideas promptly and work on them in a focused manner.
Use time judiciously:
Avoid wasting time during meetings. Try to start your meetings on time and don’t drag them unnecessarily. Encourage all attendees to log in five minutes early so that you can begin at the right moment. Ensure that the meeting is on track. If some additional issues need to be addressed, keep them for future meetings.
Include Q & A sessions:
A hallmark of a successful meeting is the proper engagement of the employees. Remember to devote some time to host the Q & A session at the end of every meeting. Once you have created an action plan, answering the follow-up questions and clarifying the confusion of your team members is crucial for better implementation of the action plan.