When you’re an employee, you have definitely joined a company meeting which you regarded as boring, stressful and mentally draining. As much as you want to avoid them, meetings are necessary to align everyone’s goals, refresh memories of monthly quotas and introduce new protocols that are more difficult compared to the older version.
While many have surmised that meetings are just an added task that we need to fulfill aside from our absurdly stressful job expectations, these small congregations are actually part of attaining success as a whole.
If you’re the one conducting the meeting, it is imperative for you to ensure that all of your written agendas are established in a clear and comprehensible manner. You’re the one who will moderate employee queries, the ceaseless clamors once you drop the bomb and preventing havoc after your announcements, whether good or bad.
We usually view meetings as a medium for management-employee communication that shouldn’t take up so much of our time and we must alter this notion now. Below are some of the tips to make your early, mid or post huddles more productive for you as their leader and for your subordinates.
One thing that you should consider when holding a meeting is to make sure that it would be concise yet unforgettable. No, you shouldn’t plan on carrying-out a circus show or an interpretative dance to make it effective. All you need to do is to stick to your goal of cascading information. Meetings should be done in the most unexpected times. Be creative enough to set it under unconventional circumstances and refrain from scheduling them at 8:30 or at 09:00 sharp.
Employees seeing your memorandum at 08:00 sharp will not only drag them to attend it but will create unhealthy scenarios in what the meeting is about. The use of icebreakers, short yet effective personal anecdotes and stories, would be beneficial if directly related to the meeting’s purpose. Be intelligent enough not to make your opening too stressful and lengthy. Stick with memorable notes and lead the discussion from there.
Having a specific or bulleted list of the things to discuss is an effective way to ensure that information will be absorbed well. The meeting’s moderator must always bear in mind not to focus on negatives and highlight developments instead. Meetings should hold everyone cooperatively and this can only be achieved if the meeting is sailing toward a unified and structured direction.
If you’re about to relay a new set of rules and regulations, ensure that it is stated is its most concise manner to avoid further scrutiny from your audience. Avoid distractions and unnecessary interruptions as this might tarnish your credibility as their speaker.
Always be firm with your answers and entertain only smart questions. Keep the conversation light and short as you don’t want them complaining how much time the meeting has consumed.
Lastly, thanking everyone for listening to your discussion will make them feel obliged to make mental notes of what you’ve elaborated, and in return, make them cooperate in achieving what you wanted to reach in the first place.
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