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Ways to Organize an Effective Business Meeting

In Blogby Rafael Morel

The traditional office has been replaced by more modern business settings in recent year. But a business meeting is still one of the most effective ways to organize your team. Through meetings, you can brainstorm, develop new ideas, or find innovative solutions to problems.

By interacting with your business associates, you can get a clear picture of how your business stands against the competition. You can also discuss the way your strategy needs to develop. Through meetings, you also assess the effectiveness of business processes and procedures.

However, there is a catch: These meetings are often very long and tedious.

They tend to take up a lot of everyone’s energy, without giving expected results. To make your meetings effective, you should follow these simple tips.

Evaluate the Need to Have a Meeting

Without realizing it, you might schedule a meeting without even considering any other options. You may think of it as the easiest way to get something done. However, the truth is, that some things can be done much more effectively in other ways.

Before you decide to schedule a meeting with your associates, think about how much time it takes to gather everyone and discuss a problem. Then, think about how much energy each one of you will spend on analyzing the situation.

Also consider how much time you will need to implement the solutions. As you are well aware, time is money in a business and it should not be wasted easily.

That is why you need to think about other ways to communicate with your co-workers before you decide to summon them for a business meeting. Sometimes, one email to the right person is all it takes to resolve the problem.

Other times, you might explain everything in a phone call and assign responsibilities quickly.

Make an Agenda

If you decide that the meeting is the only way to go, make sure you make an agenda prior to it. This agenda should contain the main focus and topics that you plan to discuss.

It should also include the main information you need from your co-workers in order to get the complete picture. Distribute the agenda well before the meeting. That way, participants will understand their roles and have enough time to prepare.

This all contributes to a successful and effective business meeting. The agenda should be written so each participant understands the main idea behind the meeting. It should also highlight the most important topics you will discuss.

This will help you stay on the right course and avoid less important subjects.

Respect Others’ Time

As we have said – time is money, so you must try to spend your and others’ time as efficiently as possible. First of all, think about the best time to schedule your meeting. Take into consideration your co-workers’ schedules, especially if you live and work in different time zones.

Avoid meetings around lunch time, as several studies have shown that they don’t lead to the desired results.

Around this time, people are tired and have trouble concentrating, especially if you deny them their lunch break.

The best time of the day to organize a meeting is in the morning, when everyone is still fresh and, therefore, the most productive. If you feel that you are not well-prepared for the meeting, don’t waste everyone’s time.

It is better to reschedule it instead of not being able to give your best performance. Do not try to multitask and remember to make someone a mediator. The mediator will help you organize the meeting and gather all the facts you need to present to the rest of the team.

The mediator will also help you organize everything. This is handy when it comes to managing all the activities related to the business meeting.

Speak and Listen

Even though you may be a team leader, you are not the most important person in the business meeting. Each team member is equally important. That is why you must make sure everyone   understands their role and give them enough time to prepare.

Do not speak just to be heard. This means you should try to convey simple and clear messages that everyone in the room can understand. This is especially important when you work with a multicultural team.

Keep your sentences short and precise and ask for feedback to make sure your message is clear. Each member of the team should be given an equal opportunity to speak. Therefore, you need a schedule prior to the meeting.

You can make it a part of the agenda or a separate document. The mediator also plays a significant role here, as he or she coordinates the meeting and notifies everyone about the remaining time.

After a meeting, arrange a follow-up after some time has passed. This is to make sure that everyone understands the tasks given to them. This is to also see how much progress they have made since the meeting.

Thank Everyone

Always appreciate the effort team members invest in the business meeting. You may see things differently and suggest different approaches. But remember to thank everyone for their time.

This will contribute to a better working environment and motivate your associates.

Hire Professional Help for Multicultural Meetings

If your business meeting is in a multicultural environment, hire professionals to help to make sure things run smoothly.

At Lighthouse Translations, you can rent interpretation equipment for your meetings. This will also ensure that all the information is understandable to all participants.

We also offer simultaneous interpretation services. This is very convenient if you want to make sure all the participants understand everything that is spoken about in the business meeting.

Conclusion

A business meeting is usually a very effective way to gather your associates to discuss important topics.

However, to make sure the meeting is effective and lead to the expected results, follow these simple rules and hire a professional if needed.