GUIDE TO GREAT MEETINGS

Padma Rajagopal
February 15, 2006

Meetings are on many occasions criticized and are construed as a waste of time. How do we change this attitude and get the best out of Corporate Meetings?

Effective Meetings are certainly not as easy as it is talked about. Planning a meeting is a complex and detail-oriented assignment. Seemingly insignificant minutiae – like the type of water glasses used – must be investigated and planned. "The big thing is always attention to detail".

WHEN THE PROCESS BEGINS?

In poorly organized environments, few people think far enough ahead to turn up with papers to hand out. If the meeting convener is the only person who has a handout, the discussion normally centers on the points made by that person only.

Recognize that most meetings will be chaotic and unproductive without a good chairperson and an agenda. The first step in planning a successful meeting is to establish the meeting’s purpose, develop an agenda, and flesh out a timeline, which is to be equipped by the person calling the meeting. Depending on the topics to be discussed and their priority, pass on the agenda a day before so that every participant will have time to prepare and participate.

FIRST THINGS FIRST

Once the meeting is decided and the agenda is ready, the consequential next step is to determine the facilities and services that you require. Get things in place well in time and proceed to do some lobbying beforehand so you can count your allies. Be prepared for all outcomes, criticisms and discussions. Keep a new strategy or idea up your sleeve for the meeting so you can announce it there, keeping your opposition on the back foot.

SMOOTH OPERATIONS

Once the meeting is under way, it is necessary to keep everything moving smoothly, including tending to the needs of the attendees. Just because someone’s at a meeting doesn’t mean they want to be at the meeting. So it’s up to the convener or chairperson of the meeting to anticipate what the members want to ensure that everyone is engaged in the discussion.

INTERVENING FORMALITIES

In case of daylong meetings, whenever there is a halt in between, the meeting room needs to be refreshed and restocked. Generally people get stressed if they’ve been in a room all day and the room is trashed. Always remember that the most successful meetings are the ones to which you pay “attention to detail”.

GENERAL ETIQUETTE

Some general etiquette tips to ensure that your meeting is successful and you are respected for making it that way: ALWAYS be on time for every meeting. Introduce yourself properly to help to establish rapport when meeting people. Handshakes are vital in business meetings. Keep the handshake consistent. Eye contact is another critical factor when meeting people. Eye contact increases trust. It shows confidence and good interpersonal skills. Appear as professional as possible. Being well groomed and clean is essential.

WAY TO GO FOR A GREAT MEETING

Now that the basics are clearly laid down, Check if you have the three most important things and make your meeting a successful one… an impartial chairperson; a clear agenda / structure for discussions; and the necessary alternatives there and then.

Remember to do the follow up and go on and implement whatever you decided on the meetings… The focal objective of the meeting is complete only upon the implementation of the decision made…