If you’re running a meeting, you need to know the Do’s and Don’ts of effective meetings. These tips can help you create an environment where your audience feels comfortable and at ease. Keep in mind that too much detail can bore people. Instead, use slides to illustrate key points and incorporate questions. Also, follow the five-minute rule: Never let your meeting last more than five minutes. This will set a positive tone and allow your participants to engage meaningfully.
Building trust in a meeting
One way to create a culture of empathy is to start a meeting with a “Take 5” exercise, in which everyone shares personal experiences. One member of my virtual team had lived in the Washington, D.C. area during a sniper attack and discussed her experience during a conference call. That prompted a colleague in the Philippines to discuss the violence in his country. These conversations foster empathy and build trust.
Creating a pleasant ambiance in a meeting
The ambiance of your meeting room is a vital element of achieving your desired results. Several factors can enhance the ambiance of your meeting room. Listed below are some tips for creating a pleasant ambiance in your meeting room. First, analyze the room’s temperature when no one is present to ensure that everyone is comfortable. If possible, choose a temperature that is slightly lower than the usual.
Controlling the agenda
One of the first steps to running an effective meeting is controlling the agenda. Setting an agenda helps all participants contribute to the meeting. The agenda outlines the topics to be covered during the meeting, including who will be responsible for each item, what they need to do to prepare for the meeting, and how long the meeting will last. Different teams have different kinds of meetings, so setting the agenda for each one is important. Shareable meeting note templates can be helpful for every meeting.
Avoiding side discussions
A key to keeping a meeting on track is to avoid having side discussions. To avoid such discussions, set aside time at the beginning and end of the meeting for each person to make a point. Otherwise, participants will tend to stray from their points of view. Lastly, avoid allowing the meeting to drag on for longer than necessary. To avoid side discussions, establish a five-minute rule. This will help ensure that the meeting stays on track and that all participants are engaged.
Having concrete takeaways
If you want your team to stay engaged and productive, creating concrete takeaways after the meeting is essential. Meeting takeaways should include action items for the following meeting, updates on timelines, and goals for the current project. These takeaways should be easy to find and send out to everyone. Having these takeaways will avoid confusion regarding discussion points and also serve as a reminder of what the team should expect from the next meeting.