How To Lead An Effective Meeting

How To Lead An Effective Meeting

Every company, no matter the size, is bound to have meetings. These meetings can be within teams, departments, company-wide, and virtual. 

However, most people agree that when it comes to meetings, they often aren't effective. Meaning, most people feel like the meetings they attend aren't worth their time or didn't glean any value from them.

So, what can you do to make sure your meeting is effective?

There are several ways you can lead an effective team meeting and showcase your leadership skills in the process.

As a VIP Communications Pass holder, this article is packed with extra tips and tools to show you how to be a more confident communicator, including videos, downloadable tips, step-by-step instructions, and more! https://vimeo.com/manage/videos/688068042

VIP Communications Pass Video: Leading Effective Meetings

 

1. Have A Purpose

Most meetings are ineffective because they don't have an actual purpose. If you want to lead an effective team meeting, you must have a clear reason you are having a meeting. If you can't answer the question, "Why is this meeting being held?" Then you most likely shouldn't be holding a meeting.

Whether your meeting is a weekly event to keep everyone up to speed, or a special announcement, consider the following to ensure your meeting has a clear purpose.

• Agenda - As you structure your meeting, you will want to make sure you have an agenda. This means having some structure for your meeting. For example, if you conduct a weekly check-in meeting, your agenda may look like this: Welcome, Project Updates, Questions or Concerns, and Ending. In a weekly meeting, you may not need to formally send out the agenda as most people know what to expect. However, if you are leading a different type of meeting, such as a brainstorming meeting or a new project announcement, it would be a good idea to print up an agenda formally.  An agenda will help you guide the meeting to ensure the purpose of your meeting is met. If you don't know what the meeting will look like, your goal will get lost.
• Attendees - Your attendees will help you define the purpose of your meeting. For example, if your attendees are members of your team, the goal may be to check in on projects, have a group brainstorming session, or present finished projects. However, if your attendees are from other teams or departments, you will want to carefully consider who needs to be in the meeting and why. Remember, your meeting needs to have a purpose for each person in the room; otherwise, your meeting won't be effective. If everyone in the meeting has a reason to be there, they will be more likely to be fully engaged.
• The Takeaway - Having a clearly defined purpose for your meeting will help ensure everyone who attends has a takeaway. For example, the takeaway in your weekly check-in meeting could be the project's next steps. Or in a brainstorming meeting, the takeaway could be a marketing concept for a new client. When thinking about the purpose behind your meeting, make sure each person attending will have a clear takeaway. If your takeaway is simply to inform, consider whether or not a formal meeting is required. Sometimes information can quickly be sent via email. 

A meeting with purpose is more productive and valuable to everyone in attendance.

 

2. Effective Communication

When you lead a meeting, you need to maintain your executive presence with effective communication. This means speaking clearly, and being aware of your tone and body language.

Consider the following:

• Confident Communication - You will want to practice confident communication when leading a meeting. This means speaking clearly, and avoiding any filler words. For example, one way to start the meeting with confidence is by stating the goal for your meeting. In this way, everyone knows upfront why they are there and what they can expect. This also shows you are in control and are confident moving forward. You may want to practice your intro, so you feel more confident. When you communicate with confidence, the attendees will take the meeting more seriously and be clear on why they are there.
• Tone Of Voice - Your meeting will not be effective if your tone of voice is off. Adjusting your tone of voice can ensure your message is received the way you intended. For example, as you lead the meeting, are you varying your tone of voice to keep your message interesting? Or are you matching your tone of voice with the energy of your message? You will want to consider how your tone of voice affects your message. Make sure you match your tone with your message.
• Body Language - Effective communication starts with body language. For example, as you lead the meeting, are you making good eye contact with your attendees? Are you utilizing hand gestures to emphasize points? Standing up straight with your shoulders back will help you exude confidence and effectively share your message. As you prepare for your meeting, consider how your body language can help you run an effective meeting.

Effective communication will ensure everyone understands the purpose of your meeting.

 

3. Include Others

An effective meeting includes high engagement. When you include others, you give members of your team or your company the opportunity to share their thoughts and ideas. A strong leader is open to questions and feedback.

Consider the following:

• Brainstorming - A great way to get others to engage during your meeting is to brainstorm collectively. Brainstorming sessions allow attendees to share ideas without judgment. As the leader, you need to ensure everyone feels safe when sharing their thoughts. For example, depending on the size of your group, you can have people pair up and brainstorm together and then come back to the group with their ideas. Or you can have everyone share their ideas anonymously. The key is to make sure everyone knows you and the company value their ideas.
• Ask Questions - Another way to get others involved is to ask questions. For example, if you've sent out an agenda ahead of time, you can ask attendees their thoughts on specific points. You can say something like, "Jane, what are your thoughts on our new mockups for XYZ company?" You can also leave time at the beginning or end of the meeting for questions. Questions are a great way to get others involved and engaged in your meeting.
• Feedback - You want your meeting to be as effective as possible. Not just for you, but for those in attendance. One way to include others is to ask for feedback. You can ask attendees how the meeting could be better. For example, you could ask how you could improve the meetings. Or you could ask if any parts of the meeting were unnecessary or unclear. You could also ask for suggestions. Maybe your team should ask questions at the beginning of the meeting rather than the end, so you have time to troubleshoot as a group.

Including others will help you engage others and make your meetings more effective.

 

4. Be Prepared

Being prepared for your meeting will show those in attendance you respect their time and the importance of the meeting. The more you prepare, the more confident and comfortable you will be as you lead the meeting.

Consider the following as you prepare for your meeting.

• Gather Your Information - As you prepare for your meeting, be sure to gather all of your information. For example, if you have any handouts for the meeting, make sure you have enough copies for everyone in attendance. Or, if you have a guest speaker, make sure you've connected with the person ahead of time, so they know the agenda and what to expect. If you aren't familiar with everyone, you may also want to go over all of the attendees' names. 
• Timeliness - Because you are the leader, it is important for you to show up on time. This is because if you don't show up on time, it will come across to others that the meeting isn't necessary or worth their time. You will also want to ensure you end the meeting when you said it would end. 
• Designate A Notetaker - Before your meeting begins, ask someone in attendance to be the notetaker. When you do this ahead of time, you won't waste precious meeting minutes trying to get someone to take notes. Having meeting notes will help you disseminate critical information to those who couldn't attend or for a recap for your superiors. 

Being prepared will ensure your meeting runs smoothly and is effective.

In the end, leading an effective meeting is very possible. Setting a clear purpose and preparing will help ensure your attendees leave with the right takeaways.

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