Teams often fail to relate the structure of their meetings with the goals that need accomplishment. You will always hear people talk about how tired they are of attending bad meetings, the boring and unproductive ones. You are justified to be worried about the reaction people will have on a meeting. People long for valuable debates that can move the business ahead.
Here are ways you’ll significantly impact your audience by structuring your meetings so that your goals align with the content, frequency and the period of your meetings.
Create the Proper Mindset for your Audience
Start the meeting by finding something captivating, inspiring or creating a perception that will draw their attention to you. Once you have everyone’s attention, ask them for their understanding on different issues in the outside world.
Only then should you turn your focus on the objective of the meeting. Practically, you’re trying to determine whether your current development is worthwhile.
Establish the Purpose of the Meeting
Each session should have a different purpose and feel. Be very clear on the objectives to be tackled and don’t wander into other areas. Some meetings need to be defined and short as possible while others require more time for the audience to explore and understand the topics brought forward.
Meetings become dull once you start combining different areas in the discussion. You should tackle diverse topics by splitting the discussion into smaller categories and keep changing the tone of the conversation.
Determine the Frequency of Holding Meetings
Learning the oftenness of holding meetings is one trick to achieve your goals. Topics that require shorter time can happen frequently; less crucial areas occur rarely; whereas large projects can be allocated more time – twice in a week or monthly.
Set the Length of Different Meetings
Set a timer to monitor the time taken in the meeting and wind-up when little time remains. Use the remaining time to review your call- on- actions items. Set an agenda for the next session and align the communication channels. The more disciplined you are as you finalize your meeting, the better the execution of the ideas discussed.
The above simple steps will help you create a better meeting structure.
The Centre in Escondido is perfect for an off-site office space, brainstorming session or training. We offer meeting spaces to accommodate 5-100 people, team building packages, built-in audio and visual components, catering from Vintana and more. Contact us today for inquiries and booking details.
Another post from The Centre you might enjoy is “Why Disruptive Questions Lead to Business Meeting Success.”
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