Conferences, conventions, and other large meetings can be a great way to get people together to achieve common goals. However, such events can also be a source of frustration and conflict if not managed properly. Here are some tips on how to make meeting management work for everyone:
Define the Purpose of the Meeting:
Before anything else, it is important to determine why the meeting is being convened in the first place. What is the purpose of the meeting? What needs to be accomplished? Once the purpose is clear, it will be easier to develop an agenda and plan activities that will help achieve the desired outcome.
Develop a Detailed Agenda:
The agenda should be developed well in advance of the meeting and circulated to all attendees. The agenda should be specific and realistic, with enough time allotted for each item.
Assign Roles and Responsibilities:
It is important to assign roles and responsibilities in advance to ensure that the meeting runs smoothly. Who will be responsible for chairing the meeting? Who will take minutes? Who will be responsible for setting up and breaking down the meeting space?
Set Ground Rules:
Before the meeting begins, it is important to set some ground rules. For example, all attendees should be encouraged to participate, but there should also be a limit on side conversations. It is also important to agree on how decisions will be made. Click to Learn More Purpose of the Meeting website.
Keep the Meeting on Track:
It is the responsibility of the meeting chair to keep the meeting on track and moving forward. This means keeping to the agenda and making sure that all attendees have a chance to voice their opinions. The chair should also make sure that everyone gets a chance to speak, and that the meeting is kept moving forward.
Follow Up After the Meeting:
Once the meeting is over, it is important to follow up with attendees. This can be done via email, where minutes and action items can be distributed. It is also a good idea to schedule a brief meeting soon after the initial one to check in on progress and ensure that everyone is on the same page.
By following these tips, you can make meeting management work for everyone. By being clear about the purpose of the meeting, developing a detailed agenda, and assigning roles and responsibilities, you can set the stage for a successful and productive event.