5 Tips for Hosting a Productive Meeting

In business, group communication is key. One of the most common channels for group communication is a business meeting. Business meetings provide a forum for discussion, exchange of ideas, dissemination of key information, and encourage a sense of teamwork and unity.

However, not all meetings are productive. In fact, some turn out to be a downright waste of time. To get the most out of your meetings, consider these best practices:

1. Have an agenda and stick to it.
   Ensure that each meeting has a clear-cut purpose. If you have five items to discuss, make certain that ample time is set aside for each item. A 30-minute meeting allows for six minutes to tackle each talking point, so be conscious of time constraints. As the meeting facilitator, remember that it’s your job to keep the discussion moving in the right direction.
2. Consider the attendees.
   There may be no need to invite the entire company to a meeting about sales strategies. On the other hand, it may be beneficial to hold an all-company meeting to discuss annual business development goals. When creating a list of attendees, consider whose attendance is mandatory and whose may be optional and communicate that in your invitation.
3. Record your meetings.
   Technology is a wonderful thing, and the ability to record meetings using services such as WebEx or GoToMeeting allows future playback. This is especially beneficial when managing scheduling conflicts for key attendees. Recording your meetings and including them in follow-up emails to invitees offers flexibility and inclusion for those unable to attend the meeting in person.
4. Take notes.
   The best and most productive meetings can move quickly! Take detailed notes on the conversation so nothing is lost in the shuffle.
5. Send a follow-up email.
   Action items and takeaways are the most important part of your meeting, and it’s crucial that this information is communicated back to invitees.

There is nothing worse than an unproductive conference! Make sure you are getting the most out of your group communications with well-facilitated meetings.