Holding a Productive Meeting

Often times, a meeting will involve extensive planning and resources just to schedule and organize. When the meeting date arrives, conference attendees are going to converge with the hope of gaining new insight and ideas. It is critical that a meeting or convention is productive and effective. Going into the meeting with clear ideas and a solid structure is crucial. Though the structure and approach of meetings vary, they all hold similar goals. Most meetings and conferences are held with the intention of gathering information, exchanging ideas, discussing problems, making decisions, and finally, creating a plan of action.

The first step is to decide what you want to accomplish by holding the meeting. This is the idea on which everything else is built. With this, you can then decide who will be involved and what will be discussed and then develop a structure for the meeting. A step by step structure encourages the development and contribution of ideas and concepts.

The person who oversees all of this is the chair. The chair should arrive early, make sure people, equipment and meeting facilities are in place and greet participants as they arrive. Be aware of any lodging or other issues that may arise. You want attendees to feel settled and at ease as the meeting starts.

During opening remarks, the chair should create a feel for the convention and give an overview of the agenda and all subtopics. Be clear on the goals of the meeting. Is this a gathering for brainstorming ideas and concepts, or are you in search of concrete answers by the end of the day? As the meeting progresses, it is the chair’s job to keep the group focused on the agenda and guide the group. Occasional summaries of what has progressed can be very beneficial to the group. At the end of the day, a summary and call to action, if applicable, should be made. It is also important to distribute the meeting’s minutes as soon as possible. These hold key facts and conclusions and facilitate further discussion and progress.

Meetings and conventions are all about productivity and the exchange of ideas. With clear goals and a well planned structure, participants will be able to get the most out of the meeting. Attendees will leave feeling productive, informed and ready to act.

If you have any questions regarding setting event or meeting goals, please contact us at [email protected]