How to plan productive meetings by stage

In the daily work, we need to conduct various meetings with our clients, staff and partners. It can either be an expensive exercise in frustration or highly productive. There are three phases in a meeting and we will plan a productive meeting if we follow below basic guidelines.

1. Before the Meeting

Make a plan ahead. Firstly, consider whether meeting should be hold or not and are there any other way to solve issue instead of meeting. Secondly, think about who should attend and when they need to attend. Thirdly, make an proper agenda and distribute it days in advance.

2. During the Meeting

Control the meeting and make sure environment is free from distractions. a) Start on time, brief the agenda and clarify the ground rules for the meeting. b) Get people involved. c) Avoid the digressions and steer the team focus on the topics at the agenda. d) Confront conflict frankly but avoid losing control, stop meaningless arguments timely. e)Write down key points by topics.

3. Ending the Meeting and Follow Up

Summarize the main points of the meeting and remind people of action plan. a) Brief those agreed decision in the meeting. b) List down the action items, Identify action owners and align the deadline of completion. c)Distribute meeting minutes within one or two days after meeting. d) Follow up with action owners and check the progress of action items.

Properly arrange meetings can be beneficial and productive for your clients, staff and partners. Please go through above key points at each stage of meeting which will help you to conduct productive meetings.