As each business becomes more agile and greener, leaders are looking for ways to increase efficiency across the organization. When considering resource utilization, the time spent in meetings should be seriously considered.
There are several questions to ask yourself before calling a meeting:
- What is the purpose of the meeting?
- What are the desired results?
- Who should wait?
- What is your role?
- What do they have to contribute?
- What are your logistical challenges to attend?
Too many meetings involving too many people are called too often! By answering the questions above, you’ll get the right people involved at the right time and for the right reasons.
So what are the top three responsibilities of meeting leaders?
The first responsibility of a meeting leader. It is to thoroughly research and understand the needs of the organization and determine the desired outcome of the meeting. Then, and only then, should a meeting be called. If a meeting is called just to communicate information, consider other ways to achieve the same results. If, in fact, a discussion is needed, then a meeting is the right choice. So the question is, what kind of meeting do you need?
The second great responsibility of a meeting leader. you have to be prepared. This means being prepared when the meeting is announced, as well as when the meeting is conducted.
- Submit a written meeting announcement or “Meeting Call” at least 48 hours in advance. (Even this time frame doesn’t give people much time to adjust their schedules.)
- Include an agenda so people know
- The purpose of the meeting
- The time frame
- Who is presenting
- Topics to be discussed and
- Expected results)
Include any allowances for participants or reminders of due actions from previous meetings. Prepared participants will have more to contribute to a successful meeting.
The third responsibility of a meeting leader it is being a strong and responsive facilitator.
- Strong in planning, determining format, schedule, etc. and keep the focus on the agenda.
- Accept by allowing meaningful discussion, even if it is contrary to the leader’s thoughts or position, while keeping participants on the agenda and schedule.
A successful leader encourages the opinions of everyone present and knows how to limit the opinions of those who like to talk too much. Using good communication skills, an effective leader can paraphrase to confirm understanding or ask questions to redirect the discussion to other participants, thus limiting the talkative participant. There are a number of other techniques to control both under-entry and over-entry while still respecting the views of the participants.
As the meeting draws to a close, save time to clarify questions, summarize the discussion, and determine next steps and assignments. Then finish the meeting on time, at the time indicated in the original agenda. After all, the participants made their plans based on that information. Distribute meeting minutes within 48 hours to confirm meeting results and next steps, including specific assignments and deadlines.
If you do this, you will be seen as an effective meeting leader. Participants will respect you for being prepared, giving proper notification and follow-up, facilitating fairly, and starting and ending their meetings on time.