Meetings are the core of workplace communication – if they’re conducted effectively.
A well-structured meeting serves as a platform to efficiently exchange ideas, share information, and facilitate engagement. It's also an avenue that fosters relationships, especially for remote teams. All these factors contribute to a productive (and happier) team.
But let's be honest, we've all been in meetings that felt like a waste of time - unclear, unproductive, or disengaging. To ensure your meetings don't fall into this category, check out these essential communication strategies and tools.
Strategy
1. Intent and Objective: Clearly define the meeting's purpose. Do you need an update, make a decision, or set expectations? Based on the intent, assess if a meeting is the best medium for the goal. Sometimes, an email or a quick chat could suffice.
2. Targeted Invites: Distinguish between 'need to contribute' and 'good to have' attendees. Invite individuals who can genuinely contribute to the defined purpose, while others can be informed through alternative means (see our tools!).
3. Roles & Responsibilities: Knowing who does what simplifies the process and improves efficiency. For example, the team leader provides direction and structure, while a designated facilitator helps keep your meeting on track, especially for project-related meetings.
Tools
1. The Checklist: Never miss a beat with a checklist. It includes elements to make sure your meeting is organised as intended. This may involve reviewing the minutes from the last session or summarising expectations. A checklist is your secret weapon to maintain quality, especially when you get too busy.
2. The Agenda: Think of it as your blueprint. The agenda should clearly communicate the flow, focus areas, and purpose of the meeting. It's not just about the logistics; it sets the stage for what needs to be achieved. For regular meetings, remember to adapt the agenda so it stays fresh and relevant.
3. Minutes & Evaluation: Key to an effective meeting is to leave everyone with a clear understanding of next steps. It helps to run through them succinctly at the end (buffer time for this) – the minutes sent after shouldn’t come as a surprise. Give participants time to clarify; update and resend if needed. Lastly, be open to feedback on how you can improve future meetings – it helps drive engagement.
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