Last week, we discussed the best practices when welcoming new clients. One of the points was to have an in-person meeting. This brings me to a very important question, do you know how to conduct a productive meeting?
The first thing you should have for every meeting is an agenda. This should be created prior to your meeting and then shared with all parties. You should send the completed agenda 24 hours in advance so any changes can be made prior.
Make sure your agenda includes subcategories to assure all aspects of the topic are covered.
1. Social Media
a. Upcoming content
b. Next Month’s Event
When you sit down to create the agenda, you’re allowing yourself to think through what needs to be discussed. If you have an agenda made, you’ll stay on track and won’t get back to your office to realize you forgot something. This is a vital piece to having a productive meeting. Without it, you’ll end up chatting about the latest sporting event and weekend plans.
What do you really accomplish if you don’t include a deadline? You should have a deadline set for each item on an agenda after your meeting is complete. By doing this, everyone knows when their part needs to be complete. This keeps a project on track and keeps people honest. If the date is set, you can see where a project is lacking when the deadline comes due.
Write down any questions you have prior to the meeting. They may get answered throughout but if not, you will easily be able to cover anything missed. As previously mentioned, when you sit down to write your agenda you have the luxury of time to think things out. If you go in on the fly, you’re hoping to remember everything. You will accomplish so much if you take the time to prepare for your meeting.
Always be respectful of time. This is such an important aspect of having a productive meeting. If you asked to have an hour meeting, you have only reserved one hour of that person’s time. Don’t go into expecting to run over because even though you might have the time, it doesn’t mean they will. Plus, if you’re prepared, you shouldn’t need more time than what you’ve allotted.
After the meeting, an agenda shows what you’ve accomplished, deadlines to keep you on track, and answered questions. With this, you are able to follow up on what is discussed and check in with updates. This keeps a business process running smoothly.
Remember, when you take time beforehand, you’re ensuring that everyone’s time is taken into consideration. Preparation is key when conducting a productive meeting.