Whether you’re connected with clubs, non-profit organizations, private corporations, you are one of the members of the board, or you’re at your own workplace, you regularly attend meetings or trainings. Usually, meetings follow certain protocols to be well-organized and successful. One of these protocols is beginning a meeting. Learn the effective and basic ways to begin a meeting.
- Meetings need lots and tons of work. You don’t just make meetings happen. Instead, you carefully designed them. Creating great meetings is like creating great products. You don’t immediately build them. It needs thinking, planning and designing to identify the manpower and the processes needed to make the meeting successful. But before anything else you need to build a rapport from among your people to motivate them to learn and observe that every meeting is work and is business.
- Conversations vary in every meeting. Make useful linguistic differences for people. Organizational meetings are called for various reasons. That’s why, every kind of meeting you hold requires different styles of conversations. Establish first a clean and clear style of conversation you wish to use for the meeting to achieve an understandable outcome for every meeting attendee. With this, you’ll not run into definite familiar problems. No one will feel intimidated to articulate their selves because they’re confident enough that no one will shut them or their ideas down. The meeting will be in order from start to finish because no one will loop back to topics that were discarded earlier. Make it very clear to all the attendees what style of conversation they will have, and firmly impose certain amount of regulation on them.
- Always follow the rules. Every meeting must live up to various expectations agreed and expected by the attendees for them to feel a good meeting experience. This is why having set of rules for the meeting in advance is crucial to efficiently begin a meeting. And these rules must be followed and put into action. Because if not, the attendees will feel bad, upset or withdrawn.
- Make the attendees physically and mentally comfortable. Remember that man is known to be a social being. Open your meeting with a 5 to 10 minute small pep talk to encourage your attendees to socialize with each other. You can walk around the venue and ask everyone things they’ve done last night or the entire weekend. Also, you can ask them if anyone has something to say or express to be “part” of the meeting. This will allow them to clear their minds of any argument, struggle, or frustration with their loved ones or co-employees before you start the meeting. If they are all comfortable in their seats, you can start giving your agenda. Pretty soon, you’ll notice all the attendees are active and enjoying the conversation as if there’s no meeting held.
- Don’t settle for good meetings only. Make them better. Continuously improve the level of each of your meetings. After each meeting, be disciplined enough to ask the team and the attendees their suggestions to improve the meeting. Ask them the things that worked well in the meeting, reasons why they never want to repeat the meeting, and bad habits that seem to start falling into.