How to Run an Effective Meeting - Six Simple Tips to Help Make Your Next Meeting Run Smoother
There will be times where you are in charge of a meeting.
Poor management of a meeting could cause your message to get lost.
Here are some quick tips to help your meeting run more smoothly.
Arrange the room for the audience size Have the appropriate number of chairs.
Too many chairs cause people to feel "lost in a cave" and wonder, "Why didn't others show up? What do they know that I don't?" Conversely, not having enough empty chairs forces people to sit next to each other when they might not necessarily desire to do so.
They will feel uncomfortable and not want to attend future conferences.
In addition, they could also get distracted due to lack of personal space and not hear your message.
Try to have about 30-40% "extra" seating.
(e.
g.
100 people would need 130-140 chairs) It makes for a filled room, but still allows attendees to choose their own seat.
There is a natural tendency to sit in the back.
If the room is "chaired" correctly, the spaces will eventually fill.
If not, ask people to move forward.
Do NOT ask them to fill every seat unless there is no option.
(Some people put masking tape across the last few rows to force the audience forward.
) Use an agenda Have the agenda prepared and distributed in advance (if possible) so attendees will know the topic(s) and can come prepared.
List the topic and time allotted.
You can always change the allotted time but without restrictions, topics can go on "forever" and meetings will go long, causing resentment and distraction.
Few people really enjoy meetings; the reality is most find them to be a waste of their time and attend begrudging.
"Enforcing" time limits makes the meeting productive as the attendees realize you are aware of their other commitments and will be more involved, knowing they will leave on time.
Start on time! Do not wait for "those who are late.
" It is disrespectful to the people who arranged their schedule to be punctual.
Conversely, end on time.
If you planned the meeting, you made a promise to those in attendance to be there for a set amount of time, not more.
Honor your promise.
Reflect, Rephrase, Redirect (The 3 Rs) If the meeting is the type where you might be asked questions, repeat the question to make sure you understand it and so others can hear it.
Make sure you correctly understand the question before answering.
Confirm that your answer was appropriate after delivering it.
NEVER, EVER disrespect a question or questioner.
Even if a question is inappropriate, try and understand what motivated it and answer that motivation (after rephrasing it).
If it's completely "off base," redirect the person; ask them to reword it so you understand how it fits in the topic - or ask them to talk to you after the meeting.
Encourage discussion If you are serving as a facilitator or moderator, try and get people to talk to each other and comment on past exchanges.
Try and tie all questions to previous questioners.
It helps others understand and develops ties between those in attendance, enhancing the possibility for return attendance.
Poor management of a meeting could cause your message to get lost.
Here are some quick tips to help your meeting run more smoothly.
Arrange the room for the audience size Have the appropriate number of chairs.
Too many chairs cause people to feel "lost in a cave" and wonder, "Why didn't others show up? What do they know that I don't?" Conversely, not having enough empty chairs forces people to sit next to each other when they might not necessarily desire to do so.
They will feel uncomfortable and not want to attend future conferences.
In addition, they could also get distracted due to lack of personal space and not hear your message.
Try to have about 30-40% "extra" seating.
(e.
g.
100 people would need 130-140 chairs) It makes for a filled room, but still allows attendees to choose their own seat.
There is a natural tendency to sit in the back.
If the room is "chaired" correctly, the spaces will eventually fill.
If not, ask people to move forward.
Do NOT ask them to fill every seat unless there is no option.
(Some people put masking tape across the last few rows to force the audience forward.
) Use an agenda Have the agenda prepared and distributed in advance (if possible) so attendees will know the topic(s) and can come prepared.
List the topic and time allotted.
You can always change the allotted time but without restrictions, topics can go on "forever" and meetings will go long, causing resentment and distraction.
Few people really enjoy meetings; the reality is most find them to be a waste of their time and attend begrudging.
"Enforcing" time limits makes the meeting productive as the attendees realize you are aware of their other commitments and will be more involved, knowing they will leave on time.
Start on time! Do not wait for "those who are late.
" It is disrespectful to the people who arranged their schedule to be punctual.
Conversely, end on time.
If you planned the meeting, you made a promise to those in attendance to be there for a set amount of time, not more.
Honor your promise.
Reflect, Rephrase, Redirect (The 3 Rs) If the meeting is the type where you might be asked questions, repeat the question to make sure you understand it and so others can hear it.
Make sure you correctly understand the question before answering.
Confirm that your answer was appropriate after delivering it.
NEVER, EVER disrespect a question or questioner.
Even if a question is inappropriate, try and understand what motivated it and answer that motivation (after rephrasing it).
If it's completely "off base," redirect the person; ask them to reword it so you understand how it fits in the topic - or ask them to talk to you after the meeting.
Encourage discussion If you are serving as a facilitator or moderator, try and get people to talk to each other and comment on past exchanges.
Try and tie all questions to previous questioners.
It helps others understand and develops ties between those in attendance, enhancing the possibility for return attendance.
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