How to Conduct a Successful Business Meeting
A business meeting gives coworkers the chance to collaborate on important issues. In most cases an facilitator will conduct the meeting. They are often scheduled for urgent issues that can’t be solved via email or a short chat, as as to discuss long-term strategy for a project or division.
A well-organized group and a clear agenda are the foundation of successful meetings. It is essential to identify the desired outcome for each item on the agenda and to assign responsibilities. This helps ensure that the goals of the meeting are accomplished.
It is also essential to limit the number of participants particularly when the event is time-sensitive or requires critical input from a particular group. A large number of attendees can lead to ineffective discussions, and can lead to unneeded revisions. Amazon’s Jeff Bezos once advised that any business gathering should not include more people than “two pizzas can serve”.
During the actual meeting, it’s crucial to focus on active participation and to encourage an open dialogue. It is also essential to recruit a notetaker who can capture key insights, actions, and decisions to be later distributed. The notetaker must be sure to attribute comments and contributions to their corresponding participants so that any disagreements can be resolved quickly.
A great meeting wraps up by resummarizing the most important takeaways and laying out any remaining tasks. The next steps are confirmed. It’s also beneficial to offer the opportunity to answer any questions and clarifications. The meeting organizer can also thank everyone who participated and reaffirm the importance of collaboration and effective communication.