Organizing Successful Meetings
If your existing meetings regime works and produces effective outcomes then it would be wrong to try introduce dramatic changes. Effective and successful meetings are a product of many factors and here we give a few ideas on how to make them a bit better. Good companies usually achieve their excellence incrementally and meetings are an area where there is often room for improvement.
In this article we will offer a few tips and advice that should result in improvements to the outcomes.
So many meeting I have attended have dragged on and wasted valuable time.
Some fail to have been effective in giving direction, many fail to have the delegates aware of the tasks that need to be accomplished, some I have attended have even resulted in a loss of motivation by those who needed a boost.
AGENDA
Make sure that there is an agenda, make sure that it is clear, and make sure that the
attendees are prepared for the 'lumpy bits' in other words you may have to consult others regarding the subject matter.
Circulating the agenda well in advance will result in more time for everyone to prepare. Details such as those requiring action can be included.
To improve the structure of the meeting you can have timings for each item.
All meetings require an agenda, however not all require a comprehensive one. Regularly scheduled meetings can be guided simply by having the previous meetings minutes circulated and commented upon, even then it is a good idea to have some ideas presented before the meeting, perhaps in the invitation or reminder message.
Requests for inputs are important as it reduces the unexpected time consuming topic coming up half-way through the meeting or clogging up the AOB (any other business) slot
DIF'RENT STROKES
Not all meeting are the same, a creative meeting is not the same as a routine meeting. or a detail heavy technical session. The atmosphere and location are all factors in the success or otherwise of the gathering. Holding the meeting in a special setting can have very beneficial results.
FEEDBACK
During the meeting watch people's faces. Make sure that the less outspoken members are saying what they are thinking.
After the meeting verify that everyone's knows what actions are expected of them, whether their expectations have been met and that all issues have beer dealt wit to everyone's satisfaction.
TO MEET OR NOT TO MEET
Not all meetings are necessary; sometimes a quick chat, email or phone call would have sufficed. and not everyone needs to be present for the duration of the meeting. the meeting could be planned to allow some members to leave early. Remember that people's time is valuable, not only in money terms to the organization, but also to the individual. Aim for an outcome where everyone involved comes away with the feeling that something has been accomplished. Meetings can be said to be successful when this happens.
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The
Top 10 Steps to a Successful Meeting
1. Plan to meet outside of the
office away from phones, e-mail and other daily distractions.
2. Opt for a face-to-face meeting over a virtual conference because
there’s no substitute for personal interaction in fostering
teamwork and cooperation.
3. If a key player cannot physically attend, use on-site audio or
videoconferencing to accommodate him or her.
4. Instead of a hotel, choose a bona fide Conference Center that offers
professional facilities and staff geared solely to conducting
productive meetings.
5. Ease budget concerns by using the Conference Center’s
Complete Meeting Package (CMP) incorporating guest room (for overnight
meetings), meeting rooms, daily meals and breaks, and basic
audio-visual needs in one easy-to-understand per person, per day rate.
6. Insist on in-house audio-visual equipment and on-staff a/v
professionals who can flawlessly support all of your meeting technology
needs and any last-minute requests.
7. Choose a venue that offers e-registration to reduce your workload
and to guarantee the accuracy of reservations, to ensure that ground
transportation needs will be handled smoothly and to allow participants
to pre-register for any breakout sessions.
8. Request a flexible dining schedule and continuous break service
outside of the meeting room to accommodate sessions that may end early
or run late.
9. Ask if the Conference Center is a member of the International
Association of Conference Centers whose stringent Universal Membership
Criteria examines 30 critical areas of compliance that reduce risk and
increase the likelihood of a successful, cost effective meeting.
10. For additional information on a true Conference Center, log onto www.Qcenter.com
Further
Reading - Starting up in Business - an article by Colin
McDougal 
Another
of Colin McDougal's articles - Funding your business
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