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Conduct an Effective Meeting

Work meetings are a fundamental part of the activity of any company.

They are very useful for making decisions, improving work processes , advancing common projects or solving problems. However, many times their bad organization makes them ineffective and unproductive, making them a waste of time. If you want to conduct a meeting successfully, making it really effective, don't miss these tips.

1- Define the purpose of the meeting and the topics you want to discuss

Every meeting must have a specific purpose. Having a clear and specific objective will help you not end up wandering about other issues. Make an agenda and collect in it the topics you want to discuss. This will allow you to narrow down and center the debate, adjusting the times and, therefore, increasing the productivity of the meeting .

2- Notify your team

Once you have clear the content, collect in a document all the relevant data for the meeting and send it in time to all those who will participate in the meeting along with the time and date chosen. In this way, they will know in advance what topics are going to be discussed and can prepare their input and proposals.

3- Call at an appropriate time

There are times in the day and during the week that will help you make the meeting more effective . First thing in the morning, before starting the workday, can be a good time. Of course, maybe Monday is not the best day, since you can expose yourself to that the attendees are more aware of the weekend that just happened than of the meeting. Avoid summoning also at the last minute of the day or the last day of the week, as many will be thinking more about finishing to go home than about dealing with issues with interest. After eating it's not a good time either, and that is the attention span can suffer from digestion.

4- Choose the attendees well

How many times have you attended a meeting and when you were there have you wondered what you were doing there? Call only the personnel involved in the topics that are going to be discussed, you'll be guaranteed to be motivated . As for the number, avoid mass meetings. The ideal figure is between three and eight people.

5- Prepare for the meeting in advance

Do not leave everything for the last minute. If you want to ensure success in the meeting, it's necessary that you have everything planned in advance . Prepare your presentation and all the material, as well as the documentation you need related to the content of the call. That previous work will be very useful.

6- Start the meeting at the scheduled time

Don't delay it because of the unpunctual ones. Starting at the agreed time will allow you to analyze and discuss the issues proposed in the planned time and that the meeting is not very long (experts recommend that they not last more than one hour). If someone joins later, don't make the mistake of repeating or summarizing what has been discussed up to that moment, it will be the unpunctual participant who has to find out by his own means of what has been said until then.

7- Manage times well

An effective work meeting should be as short as possible . For this, it's recommended that you allocate a maximum time for discussion to each of the topics that will be discussed and that the content of the meeting focus on those points, trying to channel the meeting if you see that, at some point, it goes by others paths.

8- Invite participation

Whether the meeting is dynamic, fast and effective will depend largely on who is responsible for conducting it. In this sense, you must show . It favors constructive debate and critical opinions. But surely among the attendees there are different profiles. To lead an effective work meeting, you'll have to limit the acting capacity of those who want to dominate the conversation while giving voice and confidence to those who try to go unnoticed. leadership and confidence in yourself, but without falling into an excess of prominence or a monologue. The objective of a meeting is to address a specific issue from the most complete level possible, for which, the more points of view and more opinions you have, the better. Hence, for a meeting to be effective, the participation of the attendees in it's key

9- Recapitulate the main themes

Use the last minutes of the meeting to summarize the main issues that have arisen. It's important that at the end of the meeting all participants have a clear vision , that they are aligned and that each one has their priorities and roles assigned . In this way, they will have the feeling that the meeting has been worthwhile.

10- Distribute the conclusions

Write a short report with a summary of the points discussed , the conclusions reached and the next actions that will be implemented along these lines. Send it to all attendees. It's a way to get everyone to feel partners.

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