How to Make Your Business Meetings More Manageable

Business meetings are known for being a bit boring, and sometimes unorganised. They can also run late and long without giving attendees an authentic opportunity to engage the process. Company leaders have to ensure events are productive and keep employees engaged and informed. Here are six tips to consider that can help manage any business meeting a little better and more manageable.

List Your Objectives

Set a meeting agenda as far in advance as possible. Create a document such as a spreadsheet with a list of attendees and objectives. There are also several excellent software programs that allow information to be shared among groups online. Keep information updated until the meeting is held. Remember more time is spend on the early agenda items so make sure to prioritise those that need more time at the start.

Offer Interactions

Look for creative ways to deliver the meeting objectives. For example, presentations have a big impact on group synergy, and can generate solutions to problems. Make sure it engages with the attendees and offers them a chance to input ideas. It is also important to have a few tentative resolutions to use as a catalyst.

You might also consider using the meeting as a training session and going over finer points of the process everyone does every day.

Keep Presentations to Time

Invite other team members to address their areas of expertise as they pertain to the topic. Give them ample lead time to prepare so they can present their best suggestions. Establish the amount of time allotted for each speaker to keep presentations succinct and on-track.

Send Around an Outline

You could send around an outline in advance to the attendees. Be sure to include a section for notes as a way for individuals to write down any inspirations. This can also keep meetings short when information that wasn’t covered is still listed and available.

Open up the Floor

Check in with all attendees before, during, and at the end of the meeting to see if there are questions, concerns, and comments. This can be based on a time criteria, or as a way to harness the ebb and flow of engagement. Productive meetings are the ones where higher participation is observed. Opening the floor to everyone is a way to ensure this occurs.

Handling Questions

Set-up a ‘parking lot’ or space to write unanswered questions that are raised. A whiteboard or paper easel that is large enough for all to see is a solid idea. This information could be addressed at the end of the meeting, or as in most cases, at the next meeting. Taking detailed notes on each question and managing the ‘parking lot’ can be assigned to rotating members.

The size of the group in your meetings will dictate the specific tips to use. One last tip is to start and end each meeting with a something positive to show desired meeting culture, and make your company meetings something employees look forward to.