Business meetings can be really interesting, or they can be extremely boring.
Fortunately, there are ways to make business meetings more engaging and productive so no one is twiddling their thumbs or fighting back yawns.
1. Have an agenda
Strategically plan out what areas you wish to raise. If there is someone better suited in the office to talk about an issue, ask them to run the meeting. If your agenda is long, consider breaking the meeting into two smaller meetings. Be sure to provide employees with a summary of the agenda before the meeting so they have time to gather their thoughts and make a meaningful contribution.
2. Consider the audience
Not everyone needs to attend every meeting. Open the meeting to employees who wish to attend, make it compulsory for employees directly impacted and make sure you engage with these audience members. If you are requesting an employee attends the meeting, make sure they play a valuable role. Engage with them, ask them questions and show that their opinion has been considered. Meetings can be really dry; sometimes the agenda is not that exciting. Think about ways you can present the information to make it more interesting. Use anecdotes and case studies, incorporate visual aids where possible, and ask questions to engage your audience.
3. Set a time frame
One painful aspect of attending meetings is not seeing the end in sight. If you say it will be a half hour meeting, it should not go any longer. If the meeting is looking like it will run well past the expected time, prioritise what topics you will address and schedule another meeting or follow up with an email. If the audience is expecting the meeting to go for a specific time and it drags on past this they can quickly become irritated, bored and cease to be engaged.
Just as you sent out an email or memo detailing the agenda of the meeting, you should follow-up reiterating what occurred in the meeting. Any key pieces of information that were discussed or action items agreed upon, should be acknowledged in writing and given to attendees as a point of reference.
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The information provided in this information sheet does not constitute advice. The information is of a general nature only and does not take into account your individual situation. It should not be used, relied upon, or treated as a substitute for specific professional advice. We recommend that you contact Brentnalls SA before making any decision to discuss your particular requirements or circumstances.