How to Run a Successful Meeting

How to Run Meetings That Actually Work

Let's be honest: meetings can be a drag. But they don't have to be. This guide will help you run meetings that are actually productive – not just time-sucking black holes.

Before the Meeting: Get Organized!

Planning is key, folks. Think about this before you even send out the invites:

• What's the point? What needs to happen in this meeting? What decisions need to be made? Be specific.
• Who needs to be there? Only invite the essential people. Too many cooks spoil the broth, right?
• What materials do we need? Prepare everything beforehand. Send it out early so everyone can review it.
• How long should it be? Keep it short and sweet. A solid agenda is your best friend here.
• Where will we meet? Choose a spot that's good for talking and collaborating. Think about tech needs too.

During the Meeting: Keep it Rolling

Here's how to keep things on track during the meeting itself:

1. Start and end on time. Seriously. Everyone appreciates it.
2. State the objective clearly. Remind everyone why they're there. Keeps everyone focused.
3. Get everyone involved. Make it a safe space for everyone to share ideas. Brainstorming is your friend.
4. Manage the time. Stay on schedule. Gently guide the conversation back if it wanders.
5. Use visuals wisely. Charts and presentations can be helpful, but don't overload people.
6. Deal with disagreements respectfully. Disagreements happen. Help the group find a solution together.
7. Summarize key points and action items. Clearly state what was decided and who's responsible for what.

Leadership Matters: Setting the Tone

As the leader, you set the tone. Here's how:

• Be positive and professional. Your attitude is contagious!
• Communicate clearly. Listen actively and give helpful feedback.
• Encourage teamwork. Make everyone feel valued and heard.
• Be decisive. Don't let the meeting drag on forever. Make decisions when needed.
• Manage distractions. Keep things focused on the agenda.
• Show appreciation. Thank everyone for their time and contributions.

After the Meeting: Don't Forget to Follow Up!

The meeting isn't over until the follow-up is done. Here's what you should do:

• Send out meeting minutes ASAP. Summarize key decisions and action items.
• Check on progress. Follow up with people to see how things are going.
• Evaluate the meeting. What worked well? What could be better?
• Ask for feedback. How can you improve future meetings?

Tech Can Help!

Technology can make meetings easier. Consider using:

• Video conferencing: Zoom, Google Meet, etc. – great for remote teams.
• Collaboration software: Google Docs, etc. – makes it easy to work together on documents.
• Project management tools: Asana, Trello, etc. – helps keep track of tasks and deadlines.
• Scheduling tools: Calendly, Doodle, etc. – makes scheduling a breeze.

The Bottom Line: Better Meetings = Better Results

Running great meetings takes planning, communication, leadership, and follow-up. Use this guide, and you'll see a big improvement in your meetings – and your team's productivity. Remember, it’s a journey, not a destination. Keep learning and improving your approach!