A business meeting gives coworkers the chance to work together on important issues. In most cases the facilitator will lead the meeting. They can be scheduled to tackle urgent issues that aren’t solved via email or a quick chat or to discuss long-term strategies for the project, division, or organization.
A well-prepared group and a well-defined agenda are the foundation of an effective meeting. In addition to defining the desired outcome of each item on the agenda, it’s beneficial to assign responsibilities and set an end date for the meeting. This will ensure that the goals of the meeting are accomplished.
Limiting the number of participants is also important, especially when the event has an time limit or requires specific information from a certain group of individuals. Including too many participants can result in unproductive discussions, and unnecessary rework. Jeff Bezos, the CEO of Amazon, once said that any meeting should not be more than two pizzas.
During the meeting, it is essential to encourage active participation and open dialogue. It’s also crucial to seek the help of a notetaker to document the most important ideas, decisions and action items to be distributed later. The notetaker should ensure to attribute contributions and comments to the appropriate participants, so that any disagreements can be resolved quickly.
A good meeting wraps up by summarizing key takeaways and defining the remaining tasks, and confirming next steps. It’s also beneficial to offer an opportunity to ask questions and clarifications. The organizer is able to thank everyone who contributed and reaffirm the importance of collaboration and effective communications.