Questions To Ask Yourself Before Holding Meetings!
Meetings are never the most looked-forward-to activities, but that doesn’t mean you’ve to add to the reason why people don’t like them. Especially now when virtual meetings have taken centre stage during this pandemic. As a leader or a supervisor, you can actually work towards creating better meetings by doing a simple question-answer session with yourself before actually holding them. Here are some questions you should ask yourself before holding meetings to make them more effective and constructive:
IS THERE A NEED TO HOLD A MEETING AT ALL ?
A lot of teams are used to calling meetings simply because it’s become a part of the day. However, there are actually times when there is no need to call a meeting at all. If something can be discussed over an email thread, it is better for everyone that you take that route and avoid diluting the impact of meetings as a whole. Meetings should be held when they are needed. A session should never end up feeling futile, so if a conference call or an email can convey your message, don’t waste precious time and effort in calling a meeting about it.
WHAT EXACTLY DO YOU WISH TO ACHIEVE AT THE END OF THIS MEETING ?
A meeting without clarity about the desired outcome can be time-consuming as well as confusing. You need to be clear about what precisely this meeting is about and stick to it. Don’t drift on to other subjects that need to be discussed separately. It is vital to make the participants aware of the meeting plan and outcome so that they can come prepared and not end up being clueless or surprised about what is being discussed. With specified meeting missions, meetings are pound to be more precise, concise, and thus, successful.
IS THERE A THOUGHT-OUT AGENDA TO THIS MEETING ?
A planned agenda and schedule help to keep a meeting on track. Without that, it would be difficult for your manoeuvre the course of the meeting in the way you imagined in your head, and it may not be as effective as you’d have wanted. Publish or communicate the agenda clearly when you decide to hold a meeting so that all participants know precisely why this meeting has been called and what would be explicitly discussed.
DO YOU HAVE A FACILITATOR FOR THIS MEETING ?
This may not seem essential, but when you are holding a meeting of a larger group of participants, you need to prepare someone to continually assist with how the meeting is going. Unless there is someone else along with you to help stick to the course you charted out for this meeting, there can be a lot of distracting and disturbing elements like side conversations, pinpointing, and confusion making their appearances during the activity.
Next time you plan a meeting, ask yourself these four questions before actually calling it. Once you answer these questions for yourself, you’ll be able to hold much more productive meetings and help make the vibe surrounding your workspace more conducive and constructive.