Best Practices in Scheduling and Facilitating Effective Business Meetings
The best practices used for scheduling a meeting and making it more effective are as follows:
- A meeting should create value.
- An agenda should be made before the meeting.
- A meeting should start and end on time.
- A meeting should only have the necessary people.
- A meeting should be led to the main objective.
- The meeting minutes should be published.
- A follow-up of the required action should be actively done.
- Technology should be banned.
More information on these practices has been presented below.
1. A meeting should create value.
- A business meeting must craft out an important decision. In other words, a meeting has to add value to a company in some way.
- If a meeting won't create value, it should not be scheduled.
- It is necessary to make sure that a company needs a meeting to achieve a goal, purpose, or solution.
2. An agenda should be made before the meeting.
- A business meeting must have a purpose defined by the leader.
- If a meeting doesn’t have a defined purpose, it should not be scheduled.
- It is necessary to plan, check everything, and create an agenda before the meeting.
- Some special preparation work must be included in the agenda and it must be distributed to each participant of the meeting.
3. A meeting should start and end on time.
- People appreciate it when other people understand that their time is valuable. Therefore, it is necessary to respect the time of the attendants of a meeting.
- Every attendee will appreciate it if there are breaks at certain time intervals. Also, they will be less distracted in the last minutes of the meeting if the meeting is certain to end on time or a bit early.
4. A meeting should only have the necessary people.
- The leader of a meeting must make sure that every participant comes fully prepared, and only the essential attendants attend the meeting.
- If someone is not prepared for the meeting, the leader must solve the issue with direct and private communication before the meeting starts.
- It is necessary to assure that the people that are going to be invited to the meeting are related to the theme that is going to be discussed in the meeting.
- If a participant sends a delegate in his/her absence, the leader must evaluate if the delegate has the authority to make decisions. If the delegate does not have the authority, the meeting should be postponed.
5. A meeting should be led to the main objective.
- The leader should start the meeting with a good mood. Small talk can be used before discussing the objective of the meeting to raise the overall energy of the attendants.
- The leader of the meeting has to guide the conversation according to the programmed agenda.
- The leader should involve each attendee so that there is a feeling of equality in the meeting.
- The leader should lead the conversation; however, the leader should present his/her thoughts at the end of the meeting.
6. The meeting minutes should be published.
- The leader should take a moment at the end of the meeting to discuss any questions and doubts with the attendants. This step helps to avoid miscommunication and makes the next action clear for everyone.
- It is necessary to make the actions that should be taken after the meeting clear.
7. A follow-up of the required action should be actively done.
- The actions designed in the meeting minutes will help to achieve proper results. Therefore, multiple follow-ups are very important.
- The attendee in charge of the role must write a planner for solving the assignment.
8. Technology should be banned.
- Technology can be a great source in a meeting sometimes. However, cellphones, tablets, and laptops distract the participants from the true objectives of the meeting in most cases.
your research team applied the following research strategy
We started the research by searching for information on the topic on articles that are written by business experts and other relevant industry leaders. We also referred to information from multiple business magazines and business websites. Thereafter, we made sure that all the articles that we referred to were written by industry experts and successful businessmen. We then corroborated the information across multiple sources. Since the articles were written by experts, we were able to conclude that the practices that we have used for this research are actually the "best practices". In this way, we were able to compile all the information required to present the eight best practices used for scheduling a meeting and making it more effective.