In this blog, we explain how to organise successful meetings. Nowadays we find it very important to organise meetings as efficiently as possible to get the most success out of them.
1. What is the goal of the meeting? And what are the next steps to achieve the goal?
Fundamentally, it's important that the participants you invite know the purpose of the meeting. You have to think about the structure of the meeting, the main goal, and the result. It should be clear what the meeting will be for, and then you can start planning.
In addition, we believe it's important to convince your meeting attendees of the goal and that the next steps to achieve the goal are clear after the meeting.
2. Start planning the date
Set up the date when you would like to have the meeting, invite the amount of people you want and that can serve a purpose for the meeting. For example, if it is a brainstorming session you may need people who are creative in thinking about ideas or in solutions. With the necessary assets you can plan how much time will be needed and how to make it an effective meeting.
When you have scheduled the meeting, it is important that the attendees know what to expect and prepare for it.
3. Choose the place of the meeting
When you have planned the date and determined how much attendees you need. Then you can start finding a location for the meeting and filter the meeting set up you need. You can think if it needs to be a U-shape or a V-shape, round table or something else.
You can eventually outsource it by a meeting planner or find a website where you are able to book easily a meeting space for your attendees.
4. Assign roles to the attendees
When you have the planning, who’s going to attend and what date etc. It is time to assign roles to clarify who is going to do what to give structure to the meeting. With this structure you will be able to run everything smoothly and to avoid time wasting.
5. Judge without judgement
It’s important that everyone is able to speak freely and to give their own opinion. In this way everyone will be able to explore their own creativity for solving the problem when discussing a topic. It is normal that sometimes mistakes can be made and that is ok! The attendees should feel like valid contributors.
6. Make a summary of the meeting
Make notes during the meeting so you'll have a structured summary of topics discussed. It is important that every attendee will do that and are able to ask questions after meeting, so they can digest all of the information.
7. Make a plan of action
During the meeting or after make a plan of action. It’s important that what has been said proves useful to cultivate new actions. Make the plan using the SMART method and consult with your attendees if this is the right direction.
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