For
an effective meeting that involves multi functions and individuals, the leader
or the facilitator of the meeting has to take some steps that would ensure a
desired outcome. For this, it is important to know beforehand the interests of
all participants as well as should maintain a consistent flow of events during
the conduct of the meeting. I have put together some points that would be a
great guideline for all meeting facilitator as well as meeting leaders.
These
are
(a)
Call: A telephonic call to all the attendees a day prior to the meeting would
act as a reminder to the meeting and can be used as a platform to learn from
the attendees what are their expectations from this meeting and what Key Result
Areas of their function would be enhanced from this meeting. When these
expectations are catered for during the meeting, then it is for sure that all
attendees would work towards the success of the agenda of the meeting.
(b)
Fix ground rules: As a meeting facilitator/leader, it is important to clearly
define the ground rules of your meeting. Rules like respect other individuals
point of view, lets listen to all speakers, No cross talk etc are important for
all the attendees to know that the purpose of meeting is not wastage of time
and effort but just value addition for all.
(c)
Clearly define the end result: To help all the participants to be in sync with
the meeting's objective, clearly define the ultimate result at the beginning of
the meeting. During the welcome address to all the participants from various
functions include a line that says, by the end of this meeting, our aim is to
and specify the objectives clearly. This would ensure everyone to be on the
same platform and they all are enthusiastic and eager to achieve your meeting's
objective.
(d)
Positive Body language and Enthusiasm: Start your meeting on a note like this
is going to be a fantastic meeting. A positive body language of the facilitator
sends a message to the environment that the meeting organized is for a purpose
and you are professional in your approach. Your enthusiasm to make your meeting
a success will help you keep a track on all round aspects like staying on the
topic, asking others to contribute when only a few are dominating and digressing
and making necessary adjustments like a break to freshen up the attendees.
Such
simple steps with organized structure and correct order would serve as
prerequisites for a productive meeting with maximum value addition for
everyone. And once this is in the environment that you organize successful
meetings, everyone would show the confidence in you and your efforts.
