It's hard to run great meetings. Sometimes they start cold, meander in the middle, or go overtime. Whatever the reason, there's always more the meeting organizer can do to keep meetings on-track. In this post we'll dive into the top three ways.

Prep an Agenda

Preparing an agenda for meetings is crucial as it sets the framework for an efficient and focused discussion, ensuring that the meeting achieves its intended goals. An agenda communicates to attendees what will be discussed and in what order, which helps in managing time effectively. It also allows participants to prepare adequately for the meeting, as they know what topics will be covered and can gather necessary information and documents beforehand. An agenda can help keep the meeting on track and prevent deviation from the main discussion points, which is essential in maintaining productivity and respecting participants' time.

To prepare an effective agenda, start by clearly defining the purpose of the meeting. This will guide the selection of topics that are relevant and prioritized according to their importance. Next, consult with key participants to gather input on the agenda items to ensure that all necessary topics are included. Arrange the topics in a logical sequence, starting with items that may require more discussion or decision-making. It’s helpful to allocate a specific amount of time to each item to keep the meeting within its scheduled duration. Finally, distribute the agenda to all participants well in advance of the meeting, along with any relevant documents or pre-reading materials, to allow everyone sufficient time to prepare. This preparation can significantly enhance the effectiveness of the meeting, making it a more valuable use of time for everyone involved.

Note Action Items

Noting action items during a meeting is valuable because it ensures that everyone knows their responsibilities and deadlines, which significantly boosts the likelihood of achieving the meeting's objectives. Effective techniques for capturing action items include using a designated notetaker who focuses on recording decisions and tasks, or employing collaborative tools like shared digital documents where participants can view and update in real time.

It's also helpful to clearly state action items as they arise, summarizing them at the end of the meeting to confirm understanding and commitment. Assigning each task to a specific person with a deadline further clarifies responsibilities and helps keep the team on track.

Send a Followup

Sending a follow-up message after a meeting is crucial for several reasons. It helps reinforce your professionalism, shows your commitment to the project, and ensures that everyone is on the same page regarding action items and deadlines.

To do this effectively, start by sending the follow-up email within 24 hours of the meeting to keep the discussion fresh in everyone’s mind. Be concise and clear, summarizing the key points discussed, and reiterate any agreed-upon next steps or deadlines. Personalize the message to reflect the conversation and mention something specific discussed to show attentiveness. Finally, express appreciation for the time and contributions of the attendees, and invite any further questions or comments to encourage ongoing communication.

This approach not only maintains momentum but also strengthens business relationships.