There is no doubt that the team’s meetings are one of the strongest tools to align the goals, Solve problems and increase results within the organization. However, when they were subjected to light, they can become a real waste of time, frustrate the participants and leave the goals incomplete. The key to ensuring that the meetings are fruitful and effective in careful planning, active management and smart tools that will improve the time of the team. In this article, we collected 10 practical tips to convert your meetings into decisive times for cooperation and progress.
1. Defining a clear and compatible goal with the organization’s goals
Before scheduling any meeting, it is necessary to have a clear goal. Meetings should focus on solving specific problems or achieving good goals. Use the smart method (specific, measurable, investigative, relevant and a deadline to direct the target, while making sure that it complies with the largest goals of the company.
2. Prepare an organized agenda and participate in advance
The agenda designed well is necessary for the success of any meeting. It must contain topics that must be discussed, responsible for each element and the expected time for each topic. Share the agenda with the participants before the meeting until everyone is prepared and know what is expected of them.
3. Select the appropriate participants
It is important to invite people who really contribute to the subject of the meeting. Avoid inviting an excessive number of people because this can lead to unnecessary and timeless discussions. The choice should depend on the skills and functions of each member of the team.
4. Record document and analysis meetings
Meetings can be a great way to ensure that all decisions and discussions are clearly registered. Tools such as Meetgeek allow you to register and copy and summarize the most important points automatically, making it easy to follow later.
5. Take effective notes
Good notes are essential to ensure that the procedure elements are followed after the meeting. Focus mainly, record the main points discussed and highlight the actions that must be taken. Artificial intelligence tools can help automate the explanatory suspension by making them more efficient.
6. Encouraging the participation of all concerned
Effective meetings are those in which everyone has the opportunity to express themselves. Ensure that each participant has a field of contribution, enhancing a cooperative environment and always striving to obtain consensus on decisions.
7. Keep the meeting focus and on time
Preventing the meeting from escaping from focusing or extending until the expected time. For this, it is important for the supervisor to manage the dynamics of the meeting actively, cut the discussions that do not add to the main goal and adjust the agenda if necessary.
8. Leave a space for creativity
In addition to being a product, the meeting should also be a space for innovation and creativity. Encourage brainstorming, exchanging ideas, and enhancing a positive and open environment where everyone can share creative solutions.
9. Organizing and focusing information on one location
After the meeting, organize all documents, minutes and points discussed in one place, such as a joint engine or project management platform. This facilitates access to information and avoids important data. Tools like Meetgeek offer a central warehouse and a researcher, which helps to maintain the organization.
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After the meeting, it is necessary to follow the procedures that decided. Send a summary of the decisions and tasks to all the participants, making sure that everyone knows what to do. Use tools like Meetgeek to automate this process and ensure observation of progress.
The mistakes that should be avoided in team meetings
Despite the best intentions, some errors may show the effectiveness of meetings. Avoid scheduling the meetings without a clear context, without the right participation of the participants, and the lack of discussions, allowing everyone to provide an opportunity to contribute. The lack of organization, the excessive load of the subject on the agenda and technology problems is also obstacles that must be avoided.
In general, effective meetings do not occur by chance. It requires planning, organizing and using the appropriate tools to ensure the achievement of goals and that all participants feel involved and productive.
