Productive Meetings: How to Make Them More Effective

In this course, we will thoroughly explore the dynamics of meetings, calls, and informal discussions. By completing this course, you will acquire the expertise to efficiently plan, lead, and actively participate in impactful, effective meetings that enhance productivity and facilitate task completion.

Low-quality meetings are a prevalent issue in numerous organizations. This course equips you with the abilities not only to excel as a meeting participant but also as a facilitator. Additionally, it delves into the psychological aspects of meetings and provides insights into establishing a reputation as an exceptional meeting organizer within your organization.

Insight into Effective Meetings

Having accumulated extensive experience from numerous meetings, I have gained valuable insights into what distinguishes a productive gathering from an unproductive one. The prevalence of excessive or ineffective meetings stands out as a significant source of frustration in the workplace, frequently surfacing in employee satisfaction surveys. The issue of too many unproductive meetings and the resulting time wastage is a common concern.

Conducting a successful meeting entails more than just showing up. Unchecked proliferation of meetings has the potential to severely impede productivity, yet well-executed meetings can significantly enhance it. Within your organization, there are individuals who contribute positively to meetings and those who do not.

In my video course, I will delve into techniques for conducting meetings that provide genuine value without encroaching on everyone's precious time.

Rethinking Meeting Costs

At times, meetings may take place for the wrong purposes. This discussion delves into both the inappropriate and appropriate reasons for convening meetings or calls. Whether hosting or participating in a meeting, there is a cost involved. We'll examine the various ways in which we all bear the expense of meetings.

Varieties of Meetings

There exist numerous variations of meetings, each with its own set of resemblances and distinct factors to take into account.

Time Management and Scheduling

Numerous variables come into play when arranging a meeting, including determining the appropriate timing and duration. It involves more than just selecting an available slot on your calendar and sending out an invitation.

So, you've completed all the necessary due diligence and are completely certain that you need to convene a meeting. Excellent. However, it's not simply a matter of opening your work calendar application and selecting a convenient time slot.

We'll delve into the crucial elements of crafting an outstanding meeting invitation that benefits your attendees and ensures they derive the maximum value from the meeting.

Once you've identified the perfect time slot for your meeting, what other steps can you take to ensure that you are respecting your audience and cultivating a reputation as someone who only schedules meetings when absolutely necessary?

Conducting Effective Meetings with External Partners

At times, you may be inviting individuals from other organizations, such as partners or vendors, to your meeting. These situations require additional considerations.

Importance of Meetings

Every time you arrange a meeting, you are presenting yourself with an opportunity to be evaluated based on the quality of your interaction, the level of respect you demonstrate for your audience's time, and the attention to detail you employ to minimize the cost of the meeting for your audience.

Preparing for the Meeting

Once the meeting is scheduled and the attendees are confirmed, your role as the chairperson begins. It is crucial to initiate the meeting effectively as this can significantly impact its outcome. Before the meeting:

• Obtain the meeting agenda and any relevant documents.
• Understand the purpose of the meeting and the expected outcomes.
• Familiarize yourself with the names and roles of the attendees.
• Set up your meeting minutes template or format for taking minutes.

Navigating the Meeting Agenda

Scheduling and commencing the meeting is just the start. As the chairperson, you are responsible for guiding the discussion through the meeting agenda, ensuring everyone is heard, and preventing any strain on professional relationships. How to take meeting minutes:

• Record the date, time, and location of the meeting at the top of the document.
• Note the names of the attendees and mark down any absentees.
• Record all discussions, decisions, and action items.
• Use clear and concise language, and avoid paraphrasing whenever possible.
• Document any assigned tasks and the responsible parties.

After Meeting Minutes

After a successful meeting, your responsibilities as the organizer continue. It is essential to follow up with a summary email or minutes of meeting to keep everyone informed and aligned on the discussed points.

Writing meeting minutes is an essential skill for anyone involved in business meetings or organizational gatherings. Here's a step-by-step guide on how to write meeting minutes effectively:

• Review and organize your notes to create a coherent and accurate record.
• Structure the minutes with headings for different agenda items.
• Use bullet points or numbered lists for easy readability.
• Highlight action items and deadlines for follow-up.
• Distribute the minutes to the participants in a timely manner.

Some additional tips for writing effective meeting minutes include:

• Remain neutral and objective in your reporting.
• Focus on capturing key points and decisions rather than transcribing every word.
• Use a consistent format for all your meeting minutes.
• Proofread the minutes before distribution to correct any errors or omissions.

By following these steps and tips, you can ensure that your meeting minutes are clear, comprehensive, and valuable for all participants.

Considerations for Success

Adhering to certain principles can help you build a reputation as a valuable contributor in meetings, potentially leading to increased invitations. Embracing these guidelines can position you as a dependable resource for productive meetings.

This guidance aims to assist you in effectively managing meeting preparation, considering the significance of the meeting, and addressing key considerations related to scheduling, invitations, and potential pitfalls to avoid.

About the Instructor

With over two decades of experience in high-pressure corporate environments, I have worked with some of the largest and most esteemed financial institutions globally. My leadership roles have encompassed teams of varying sizes, operating across remote, local, and global settings. Additionally, I possess a wealth of experience in delivering Agile IT solutions and services to both non-technical business users and IT professionals and development teams.

1. Office professionals
2. Meeting chairs
3. Leaders & professionals

I enjoyed the course, was very informative ~ Tshepang P

1. How to run meetings that people want to attend
2. Building effective meeting agendas
3. Being an effective meeting chairperson
4. Minutes & follow-ups

Desire to want to improve productivity and build relationships in the workplace.