Having productive meetings
The smooth running of any organisation requires meetings from time to time. Many people however find meetings unproductive and meaningless. Whether your meeting is with a handful of key personnel in a board room, or a ‘town hall’ meeting with your entire company, how you conduct the meeting is critical to its success.
Meetings on a small scale
On a small scale, a successful meeting requires that all participates make a meaningful contribution.
There are three ways to ensure that all participants contribute:
- Do not dominate the meeting as this conveys the message that only your ideas are important. For example, let three people speak before you resume speaking
- Demonstrate that all ideas are valuable by restating important points, and thank people who make comments – particularly those who are usually reticent speaking up
- State that all ideas are valuable, and invite all participants to give their comments. It is worth even asking meeting attendees directly to participate.
Town hall meetings
When executives want to communicate important messages to all employees, town hall meetings can be effective.
Gathering everyone together can convey the importance of the topic and get the communication message across effectively. Employees, however often rank these meetings as some of the least effective. This view should not dissuade you from having such meetings.
To make town hall meetings more productive:
- Give all staff at the meeting a new focus. Make your message resonate by explaining what is in it for all staff.
- Make the presentation a personal communication, and resist the PowerPoint presentation.
- Make the conversation
two-way and engage people in discussion. Do not take over the stage - staff want to hear from others in leadership for a fresh perspective.
By taking these small steps your meetings, both large and small can become more productive.