Meetings are an integral part of business and conducting them at an appropriate time and situation helps top level management to easily achieve their goals. However, corporates hold meetings infrequently and sometimes for no reason at all. “Have you got any better ideas? Let’s call a meeting”, “Nothing is going on well on the project. Let’s conduct a meeting to take actions.” – is what usually follows in the work environment.

Although helpful in certain cases, more often it is a total disaster. This article discusses when to hold meetings and how to hold them effectively.

When to Hold Meetings?

When to Hold Meetings?

Conducting meetings is beneficial if you face following situations:

Planning and explaining upcoming challenges and changes to team

Conduct meetings to plan and mention the imminent changes to the team to achieve target. Effectively communicating the challenges on the way helps them to prepare their role and perform better.

Determine plan of action

This serves as a road map. Holding meetings to prioritise the actions and go accordingly helps to achieve the best results with minimum inputs.

Gather employee ideas and get feedback

Happy employees work efficiently and produce enhanced results. Call meetings to get inputs from employees and know their feedback to determine any change in the work environment.

Celebrate success stories and other achievements

Organise meetings to celebrate the achievements made by you as a team. This increases the bond as every person openly comes out to share and be a part of the accomplishment.

Share vital information within team

Conduct meetings to share important information among team members. It leads to better understanding and clarity of facts to employees.

There may be other occasions where meetings may become mandatory but if they can get through a phone call or e-mail, it would save you a lot of time.

How to Hold Effective Meetings

How to Hold Effective Meetings

  • Communication is an essential facet of meetings. Attendance, punctuality and participation of group members should be made clear prior to meetings to avoid discrepancies.
  • Absence of key members affect negatively. Make sure of their availability or let them delegate in advance if their absence is certain.
  • Define clear goals, plan, vision, objectives, and strategies for discussion.
  • Initiate active involvement of every member to make sure no one feels neglected and no suggestions are left out.
  • Focus on the agenda. Chances are people may go astray from the topic of discussion.
  • Neutralise situation if things are going awry. Every opinion is important and should be communicated effectively. If people are domineering, call a break and make things clear with them.
  • Discuss among members for future meeting to sort the remaining issues, if there is a need.
  • Interesting meetings always have visuals, presentations to keep members engrossed and avoid confusion.
  • In the end, summarise every action and plan that were discussed to implement them soon.

The most successful meetings have the above ingredients and hence help to achieve business goals. Top level management must consider areas of improvement and then conduct meetings as it helps the team to stay focused and accomplish tasks with greater ease. Clear communication through meetings make an impact on employee efforts and leads to better results. If you have any queries or need more information on effective operations management or project management, call experts at Synquis today!!