During the Meeting to Ensure Effective Meetings
Effective use of meeting time builds enthusiasm for the topic. It generates commitment and a feeling of accomplishment from the participants. People feel part of something bigger than their day-to-day challenges. Therefore, a well-facilitated, active meeting, that sets the stage for follow-up, will produce meeting results.
Effective Meeting Facilitation
The meeting leader sets a positive, productive tone for interaction among the meeting participants. Effective meeting facilitation starts with a review of the goals, or anticipated outcomes, and the agenda. The facilitator helps group members stay focused and productive. Meeting design and the agenda set the framework for the meeting. An effective facilitator, who keeps participants on track, ensures the accomplishment of expected, desired results from the meeting.
Use the Pre-work in the Meeting
Use or reference the pre-work and other information supplied prior to the meeting during the meeting. You reinforce the need for participants to spend the time needed upfront to review material that is integral to accomplishing the desired results. You participants will prepare prior to attending your meetings and your results will bear testimony to solid preparation and leadership.
Involve Each Participant in Actions
Every work group has various personalities that show up for meetings. You have quiet coworkers and people who try to dominate every platform. Whether facilitating or attending the meeting, you need to involve each attendee in the accomplishment of the meeting goals.
This ensures that each participant is invested in the topic of the meeting and in the follow-up. You’ll accomplish more results with the whole team pulling than with one dominant staff person trying to push everyone else up the hill.
Create an Effective Meeting Follow-up Plan
During the meeting, make a follow-up plan with action items. Effective plans include:
- the specific action item,
- the name of the person who committed to “owning” the accomplishment of the action item,
- the due date of the action item,
- an agreement about what constitutes completion of the action item.
Discuss real life scenarios and barriers to success that team members may experience as they try to accomplish the items that will produce the required results. Set a time for your next meeting, if needed, while participants are in attendance.
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