Mastering the Art of Successful Meetings

A Guide to Preparing, Engaging, and Following Up for Meeting Success

Ah, the notorious meeting—a necessary evil or an opportunity for greatness? We've all experienced the highs and lows of gathering with colleagues around a conference table, but what if we told you that meetings could actually be a boost to productivity and meaningful collaboration when done well?

They don't all have to be so bad. Build relationships, gain the trust of others, and actually get things accomplished by becoming the best meeting host and facilitator you can be.

Before the Meeting - Laying the Tracks

How many meetings have you gone to with no agenda and no goal, just a title in the event where you hope everyone knows to show up. You don't want to go to meetings where the facilitator hasn't thought through what they want to accomplish, so don't do that to people that come to your meetings either. Make sure that you have played the meeting through in your head, and that you are clear on the outcomes of the get together. For the best events:

• Set clear objectives (the what and why): Picture this—everyone in the room knows exactly why they're there and what they're striving to achieve. By setting clear objectives, you provide a roadmap for success that keeps everyone focused and energized.
• Prepare an agenda (the how): No more aimless wandering through meeting topics. Craft a thoughtfully designed agenda that ensures you cover all the bases and allows participants to prepare in advance. It's like having a well-curated playlist that keeps the energy flowing seamlessly.
• Invite the right participants (the who): Just as you wouldn't invite a saxophonist to a drum solo, make sure you have the right players on board. Identify the key stakeholders and assemble a dream team that brings diverse perspectives and expertise to the table.

During the Meeting - Igniting the Magic as an Expert Facilitator

You've outlined the ideal outcomes and you have the right people in the room, now you need to be the expert facilitator that puts it all together.

• Start with engagement: Imagine stepping into a meeting room buzzing with excitement. Kick things off by setting a positive vibe, encouraging everyone to share their ideas, and making everyone feel heard. It's like creating a collective symphony of brilliance!
• Follow the agenda and keep your time boxes: Stay on track, my friend! Keep the meeting flowing smoothly by adhering to your agenda. Allocate time for each topic, manage the tempo of discussions, and ensure that everyone gets their chance to shine.
• Foster effective communication: Like a skilled conductor, guide the conversations to harmonious heights. Encourage active listening, create a safe space for diverse perspectives, and watch the sparks fly as participants engage in meaningful dialogue. Use parking lots effectively and keep the outcome top of mind so everyone stays on track.

After the Meeting - Nurturing the Seeds

Even the best meetings will fail long term if actions and decisions aren't clear. One of the easiest things you can do to build trust and keep relationships strong after meetings is to effectively communicate and turn discussion into results and delivery.

• Recap and share outcomes: As the meeting wraps up, take a moment to gather the sweet fruits of your labor. Summarize the key takeaways, decisions, and action items, and share them with everyone involved. It's like spreading the love and ensuring that everyone is on the same melodious wavelength.
• Follow up on action items: Keep the momentum going by following up on the action items. Provide the support needed, cheer everyone on, and watch as those tasks come to life like a beautifully orchestrated performance.
• Seek feedback and adjust for the next meeting: Take a bow and reflect on the meeting's performance. Seek feedback from the participants and use their insights to fine-tune your future sessions. Remember, the journey to better meetings is an ongoing one, so embrace the opportunity to continuously learn and grow.

Be the best facilitator you know.

No amount of preparation and practice can save you from every pain staking meeting, but work to be the best facilitator you know. Facilitating and driving change and decisions through effective communication and planning for meetings will go a long way to building trust and relationships at work. If people trust that you value their time and are working to be as effective as you can be, they'll show up and be your advocate when your next challenge arrives.