A business meeting is a chance for coworkers to get together and collaborate on important issues, often with the assistance of an organizer. They can be scheduled to address urgent issues that aren’t resolved by email or a short chat or to discuss long-term strategies for the project or division.
A well-prepared group and a well-defined agenda are the foundation of an effective meeting. In addition to defining the outcome of each item on the agenda, it’s beneficial to assign responsibility and a deadline for completion. This ensures that the goals of the meeting are met.
Limiting the number of participants is also important, especially when the meeting is subject to a time limit or requires specific information from a certain group of people. Too many participants can lead ineffective discussions, and can lead to unnecessary click for more rework. Jeff Bezos, the CEO of Amazon, once said that any meeting should not be more than two pizzas.
During the meeting, it is crucial to encourage active participation and open dialog. It is also important to find a notetaker who can record key insights actions, decisions, and other information for later distribution. The notetaker has to attribute all comments and contributions to the appropriate participants to ensure that any disagreements can be quickly resolved.
A great meeting ends with a summary of the key learnings and describing any remaining tasks. The next steps are confirmed. It is also helpful to offer a final opportunity to ask questions and clarify any issues. The organizer can also thank everyone who contributed and reaffirm the importance collaboration and effective communication.