Meetings – they are often seen as a huge drain on time and resource. Poorly co-ordintated meetings are ineffective and time wasting. So what’s the best way to run a meeting and make the most of both yours and your attendees valuable time. Follow our five step plan and you’ll be well on the way to an effective meeting.

1/ Prepare for your meeting

Make sure you have something meaningful to discuss and that your meeting is appropriately structured. Are you discussing last month’s sales figures? If so make sure you have the right reports to hand for all attendees – if you have an agenda, make sure it’s distributed to your attendees in advance of the meeting to allow them to prepare and gather any information that’s required, do you need to book a meeting room, or obtain a projector? If so get it done in good time.

2/ Follow your agenda

An agenda to your meeting is crucial – it allows you to set out what you want to discuss ensuring that you do not go off topic. A well laid out agenda comprises of date/time of meeting, location and points for discussion. Ensure that you also include a section for AOB (Any other business) that ensures you ensure that all attendees have an oppourtunity to speak.

3/ Empower someone to chair the meeting.

Make sure that your meeting has someone to chair it. The chairman’s job is to make sure that you stick to appropriate content and keep to the agreed time. The chairman should also ensue that attendees do not misbehave and the meeting shouldn’t dissolve into arguments between opposing views.

4/ Ensure that everyone is able to contribute

Meetings are arranged to allow people to gather and discuss issues. In your meeting look to ensure that everyone is able to participate and that the meeting is not monopolized. Make an effort to ensure that all contributions are valued encouraging everyone to take part.

5/ Follow up with a set of minutes

Make sure that any meeting minutes are produced rapidly – minutes should comprise of a summary of discussions, decisions, actions and target dates. The minutes should also set the date and time for any follow up meetings.

Bizbodz.com provides articles, resources and tools to help your business. From General Management to Supply Chain bizbodz is there to help. Business Best Practice at your fingertips.

Article Source: http://EzineArticles.com/?expert=Adrian_Martin