The article, “How to Master Your Next Meeting,” by Ross McCammon provides practical advice on how to make the most of meeting time. Most people greatly dislike meetings, and it is no wonder, as usually next to nothing gets resolved, people are confused, and often the conversation is sidetracked and takes a jaunt down the rabbit hole. McCammon offers several glimpses of wisdom into this event.
The first topic that is covered consists of knowing what people want. People desire for their expectations for the meeting to be met, and people wish to feel that their presence is crucial. In order to accomplish and make decisions in a meeting, having an agenda and following it is key. Not only does an agenda help the attendee to know what will be going on and how much longer the meeting will go, but it also provides an excellent reference to stay on track. Also, the other component to addressing what people want is to make them feel necessary. No one wants to waste time at a meeting that they do not need to be at. Therefore, make the topic relevant to everyone, and be attentive to make eye contact with everyone involved.
The next aspect to cover is how to actually deliver the message. Treat the information you are delivering as a speech. Speeches are organized, easy to follow, and to the point. That is how the information in a meeting should be delivered. Say what you are going to talk about, talk about it, and then state the main deal again to bring everything full circle. Keep it short and sweet and stay on schedule. Usually there will be interruptions throughout, but it is completely fine to ignore those altogether and acknowledge the interruptions when you are done.
There are also some ideal conditions to help a meeting be productive and successful. First of all, start at an earlier time, then people are not already worn out by a long day. Next, have meetings in a smaller room rather than a larger one. Attention is more called for in an intimate space. Also, have fewer people. Fewer people makes it easier to move forward and avoid distractions. Keep a room warmer rather than cooler. It is easier to concentrate. Allow for natural light as opposed to artificial light. Be quiet and attentive when you are listening to the speaker.
McCammon, R. (2015, March 3). How to Master Your Next Meeting. Retrieved March 30, 2015, from http://www.entrepreneur.com/article/242497