How to Get the Most Out of Meetings
Posted April 6th, 2015
Meetings are a fact of work life. Sometimes there is no way to avoid them. So, if you need to be at a meeting, you want to make sure you get the most out of them. To make sure meetings are as productive as possible, here are a few things to keep in mind.
1. Do you really need to attend?
You need to evaluate whether your attendance at the meeting is really necessary. Can you make a real contribution, or are there things going on at the meeting that you really need to be involved in? Before the meeting, take a look at the agenda, find out what they will cover, and what role you will be expected to play.
2. Take a look at what is on the agenda.
Before the meeting, find out what will be covered, so you can prepare any ideas or comments. Also, you can check who will be there – possibly someone you need to talk to about matters unrelated to the meeting. This will allow you to take care of several things at once.
3. Try to be on time.
Not everyone may agree with this one. But punctuality is a sign of respect for all involved. It they are there and ready to go, you should be as well. Making sure meetings start – and end – on time is important to have a productive office.
4. Listen and take notes.
Although this may seem like common sense, ignoring this advice is all too common. During meetings, people may be doodling, checking their mobile devices, or just looking out the window. Really, if you’re going to do these things, why bother attending at all.
Taking notes is also important. Memory alone is not a very reliable instrument. Things may slip through the cracks. Details may be lost. Taking notes helps to keep you focus, and to act on those items in your notes.
5. Suggest proposals for action.
Action steps should be an essential part of any agenda at a meeting. If, however, action steps are not being raised, you should take the initiative to ask what happens next and what are the deadlines. Otherwise, any momentum gained at the meeting from the ideas raised will be lost.
6. Determine any follow ups
Decide what follow up action you need to take as a result of what was discussed at the meeting. Put them on your to-do list.
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