Posted: 6. November 2019 by: Rupert Tennant

Tips for Organizing Business Meetings

Regardless of how well your business is organized and how it’s set up, you’ll need to dedicate and frankly lose some of your time on business meetings. They are needed even with the companies that have remote workers and workers based abroad.

It’s important to set up the rules for organizing such meetings. They tend to get out of control and to become more of a burden than a managerial tool, and that’s why you should try to make them as effective as you can by prepare for them and keeping them to a point.

This meeting should have been an email.

The first thing to ask yourself is, do you need a meeting in the first place. The meeting should be a place for discussion where everyone can give input. It shouldn’t be just a tool to notify a lot of people about a matter at once. That can be done using various modern communication technologies.

When you notice that the meeting will mostly be about communicating in one direction only, you should think about calling it off and use your time in a more productive way.

Set up an agenda

The meeting should have a pre-set agenda. That way everyone coming to it, know what it’s about, and they can prepare the needed material and information beforehand. It also allows the meeting to take place in stages based on the agenda, and not everyone needs to present during the whole meeting.

It’s also fine if one part of the agenda is open and everyone can add their own topic or bring up a point of discussion. This part too should come with rules as to what topics are made for the open discussion amongst everyone involved.

Limit the number of attendees

The worst thing a meeting can be is too crowded. That way no one gets a word in and nothing really gets done. If the meeting is held between those who don’t have equal standing in the company, a lot of the time could be eaten up by formalities of that situation.

That’s why it’s best to limit the number of attendees and thus make sure that every meeting is productive and an open forum in which to talk. This may mean you need to have more meetings than you’ve planned to, but they will be more productive.

A leader

A meeting should have a leader. That’s something that may seem strange, especially when it comes to your goal being an open communication and an open forum. However, having a leader will help the meeting stay organize and not turn into a chaotic situation in which everyone is talking at once.

The leader should also be someone who works in accordance with the rules that were previously set, and that help him, or her stay objective and impartial.  It’s also important that you figure out a system based on seniority to choose the leader.

Gently leading the conversation.

Since a meeting is a conversation, it’s obvious that it won’t always go towards a particular goal and that all that will be said will be important for the purpose of the meeting. That’s why the leader should try to steer the conversation towards a fruitful purpose.

This is why choosing a leader is so important and so difficult. It needs to be someone who can move the conversation with a firm authority but also someone who will allow everyone to talk and to be heard.  It’s often a trial and error process.

A regular basis

Meetings are about agreeing on something and coordinating your actions, but they can also be about getting the input from the employees and creating a coherent team. That’s why you should consider having a meeting on a regular basis and with enough time opened for general discussion.

The main problem with this is deciding how often you need to have a meeting. It’s most commonly organized every week, but this can sometimes feel too often as well not often enough. It’s a matter of trying and making a mistake a few times before you find what works for you.

Conclusion

A company needs to organize business meetings quite often, and even though they are useful, they can also create a variety of problem and quite a lot of waste in the process. That’s why you should try to methodically make business meetings better organized. It’s mostly about setting up the agenda and having the leader drive the meeting.

At the same time, it’s important to limit the number of attendees on a meeting and to make sure everyone is heard and have something to contribute. It’s also useful to have meetings on a regular basis.