Conducting effective meetings

MEETINGS often spell boredom, and what is more is that if they are not handled well, they can end up being counter-productive. A well-steered meeting on the other hand ensures that a lot of vital communication happens. New ideas are generated, decisions and consensus are reached and work gets done efficiently. To keep meetings from straying from their original purpose, here are a few handy tips-

Do not call for a meeting unless it is absolutely necessary .Use e-mail, telephone, and one-to-one communication instead.

Create the agenda in advance. Having a list of all the issues that need to be discussed will keep you on track and in control.

Set a time frame for the meeting before you start. This will keep you from extending it.

At the outset, give a brief introduction stating the purpose and goal of the meeting

Don't repeat yourself, but be clear and concise. Avoid long monologues, or boring speeches. Make sure that you get the message across and leave nothing for later.

Have somebody take down the minutes of the meeting. This is good both for the records and for accountability.

Ask people to volunteer before assigning tasks to them. While doing this keep their areas of interest in mind. Do not leave any job or issue without an owner.

Solicit feedback. Answer all questions and concerns to the best of your abilities.

Summarise the actionable points before you conclude.

Reiterate decisions that have been taken and list jobs that require immediate follow-up.

While convening a meeting, exhibiting an organised presence will help in establishing your credibility. You will also save others and yourself a lot of trouble if you keep meetings short and effective. An effective meeting can ensure that your project starts on the right note, and possible problem areas are detected and tackled during the initial stages itself.

ARCHANA JAYAKAR