Top Rules of effective meetings-
Set an agenda.
It is must to have a clear purpose and agenda of the meeting to make sure all the attendees are ready to participate. Make sure to email the agenda to all attendees to allow them time to completer their own research and understand the agenda items. Make sure to invite people who are most closely involved and will have the most to contribute in the meeting. It is good idea to send them email to schedule a time for meeting that is convenient, and provide enough notice and reminders
Determine the leader
Even all the attendees have to participate in the meeting and they are suppose to have topic and time allocation, still there should be leader who convenes the meeting will put together the agenda.
Time allocation
The meeting agenda must include the starting and ending time, with the description of time allocation to each agenda time. This can be done by covering a limited amount of topics, so time can be managed properly. By setting a time limit, the leader can help team to adapt comments and inputs into the allocated time frame.
Meeting minutes
Note takers plays an important role to keep records of meeting and make it effective. The note taker should polish and send out the notes, with all the important points and be easy for group members to scan.
Follow up
After having a business meeting, the leader should track the changes in the workplace. It is necessary to assign someone to see that each point is carried out after the meeting to ensure action is taken.
Reason of Ineffective meeting-
Non attendees
Some time leaders do not set mutual meeting time, forget to send reminder to people or invite the people who do not have much to do with the topic. It leads to the large number of non attendees in meeting.
Unclear purpose
The unclear purpose of meeting leads to unfocused and directionless meeting that result in time wastage. Also, participants arrive unprepared for the meeting.
Lack of time allocation
Important ideas, opinions, solutions and decisions can be lost due to lack of time allocation to each agenda item.
Lack of proper arrangements
Distractions, interruptions and off- topic conversation can happen due to the lack of proper arrangements. The mobile phones should be turned off.
