The working meetings can be very useful for raising issues, clarifying doubts and organising your team. But in many cases, if they are not organised in a productive way, they can generate a feeling of wasted time.
A team leader must answer five essential questions for an efficient and successful working meeting. These are the questions to resolve:
Often the problem at the origin of the meeting can be solved in other ways. First of all, the origin of the need and whether it is real or not should be investigated. Then it should be assessed whether it can be solved in other ways.
For example, through a phone call, an email, or a direct conversation. If the problem is solved, there is no need to meet.
Once it is decided that the meeting is really necessary, it is time to follow some very simple steps: Clearly state the objective. Convene the strictly essential attendees, since in order for it to be productive it is better that only the people who are directly concerned with the resolution of the problem participate in it.
And set the subject of the meeting, the time, place and duration of the meeting.
The person convening the working meetings, as well as the attendees, must be punctual and respect the established timings. The meeting should begin by stressing the objective of the meeting to the team.
It is necessary to create an atmosphere conducive to participation, to maintain the maximum concentration of the attendees and to disconnect mobile devices that may distract attention. If they are not essential for the meeting, remove laptops, mobiles, etc..
For business meetings to be a success, they must follow the points proposed to achieve the objective, end with concrete agreements and a fixed date of commitment to what has been agreed. You should end the meeting by writing down these agreements and the deadline for carrying them out is essential.
Business meetings should never be held late in the afternoon, when the team is less “fresh” after a full day's work. If minutes or a summary of the meeting are not given to all attendees, there will be no record of the proceedings and conclusions, and productivity will not be improved.
The person responsible for convening them should follow up with the team afterwards in order to achieve results. It is very important to draw some final conclusions after the work has been carried out. If the results are even better than those proposed in the meeting, it will be a sign that it has been a success.
