In this blog, we explain how to organise successful meetings. Nowadays we find it very important to organise meetings as efficiently as possible to get the most success out of them.
1. What is the goal of the meeting? And what are the next steps to achieve the goal?
Fundamentally, it's important that the participants you invite know the purpose of the meeting. You have to think about the structure of the meeting, the main goal, and the result. It should be clear what the meeting will be for, and then you can start planning.
In addition, we believe it's important to convince your meeting attendees of the goal and that the next steps to achieve the goal are clear after the meeting.
2. Start planning the date
Set up the date when you would like to have the meeting, invite the amount of people you want and that can serve a purpose for the meeting. If it is as example a brainstorming session you may need people who are creative in thinking about ideas or in solutions. With the necessary assets you can plan how much time will be needed and to make it an effective meeting.
When you have scheduled the meeting, it is important that the attendees know what to expect and prepare for it.
3. Choose the place of the meeting
When you have planned the date and determined how much attendees you need. Then you can start finding a location for the meeting and filter the meeting set up you need. You can think of it needs to be a U-shape or a V-shape, depending how it needs to look like.
You can eventually outsource it by a meeting planner or find a website where you are able to book easily a meeting space for your attendees.
4. Assign roles to the attendees
When you have the planning, who’s going to attend and what date etc it is time to assign roles to make it clear who is going to do what and to give structure in the meeting.With this structure you will be able to run everything smoothly and to avoid time wasting.
5. Judge without judgement
It’s important that everyone is able to speak freely and to give their own opinion. In this way everyone will be able to explore their own creativity of solving the problem discussing the topic. It is normal that sometimes mistakes can be made and that is ok! The attendees should feel like valid contributors and being to develop after this meeting.
6. Make a summary of the meeting
Make notes during the meeting so you have a good structured summary after the meeting, so you know what has been discussed and noted to remember the important items raised. It is important that every attendee will do that and are able to ask questions after meeting, so they can digest all of the information.
7. Make a plan of action
During the meeting or after make a plan of action. It’s important what has been said and beenproven useful to course to an action. Make the plan using the SMART method and consult with your attendees if this is the right direction. After all you have to take everybody or the most with you to that direction with the most favorable result.