Tips for an Effective Business Meeting and the Benefits
Meetings are a necessity in almost every industry and they provide a myriad of benefits for the participants. Some benefits are more obvious than others – the evident goal being to ensure alignment and clarify meaning through voice interaction, as opposed to spending numerous hours reading through email chains. When you need innovative concepts to come to a solution, a brainstorming meeting might be the key to success. One final obvious benefit is education. Meetings are often the best solution to educate individuals; questions can be asked and a more personal approach can be taken. Teleconferencing is a great option due to its ease of use and convenience for all parties involved, and flexibility in terms of location, timing, and the number of potential participants.
- Socialization – The brief socializing before and after the meeting can be an important factor for employee engagement and team building – especially when those involved work remotely and may not get the chance to speak to each other often.
- Awareness – As opposed to written communications, issues or risks associated with a plan or solution are more likely to be brought up during a verbal dialogue.
- Development – Professional development occurs as individuals are challenged to speak up amongst their peers. This is where character, quick thinking, and communication skills are often developed.
Four tips to follow for a great meeting:
- Keep it short, simple, and to-the-point.
Consider how long the meeting will take and schedule that amount of time to stay on track. Keep everything short and to-the-point to ensure unnecessary banter and off-topic conversations.
- Create an agenda prior to the meeting.
This will help keep the meeting on track, as well as allow others to prepare and set expectations. A brief list of topics goes long way.
- Ensure accountability.
Ensure expectations and accountability by clarifying what’s expected of everyone before and after the meeting, particularly if this is a team effort. One easy way to do this is by taking meeting notes and capturing action items in bold along with the designated person for the task.
- Go virtual.
To increase convenience, more and more business are going virtual with VoIP conferencing. Phone conferencing is easy to use and is perfect for meetings between those in the company or outside customers, vendors, and more. Conferencing via telephone offers flexibility and convenience for all parties involved.