If you have been to one, you have been to them all. The standard office meeting is a place where you can catch with up old friends, have a gossip about office goings-on, and if you pay attention, you might be surprised by all of the good news about the company. However, attending a meeting is completely different from having to organise one, and without planning, you can find the most pressing items that need to be addressed get tabled because of disorganisation.
Running a meeting that engages its attendees, and more importantly, that conveys the message you need can be done with few logistics and planning. By strategically organising your meeting, your attendees see these events as more than just a gathering of co-workers, but as a place where serious business is about to take place. Furthermore, by planning your meeting, you convey to your employees and co-workers that their and your time is valuable.
Keep reading below for more information on how you can have efficient and productive meetings going forward.
Where your meeting is located is just as important as what is said. For this reason, holding a meeting in a room that is uncomfortably small or does not have enough tables and chairs can make conveying your ideas difficult. Consider looking for meeting rooms for hire to enlist help from professionals who can help with not only finding a room for your meeting but also setting it up as well.
A room that has comfortable seating and that is organised so that the speaker cannot only be seen but heard clearly is one that encourages attendee participation and attention. More importantly, you do not want to lose your audience by placing them in a room that is uncomfortably warm or contains other elements that might distract them. A professional meeting room can facilitate the type of interaction that makes your meetings more productive.
Technology is great element when it works well. For the office meeting, technology is a not only a time saver, but it has added to the quality of meetings just in terms of manipulating technology so that information is conveyed to audiences in a more effective, efficient manner. No longer do you have to stand in line at the copier to produce multiple copies of documents needed for a meeting. Place a copy of the agenda and other documents in a cloud program and head to the meeting—no problem as long you know how to use the smart station’s overhead projector.
The point is that professional meeting rooms fitted out with the latest technologies can help you easily convey ideas to your audience. More importantly, these technologies make following the meeting for your audience much easier. The only task you need accomplish is making sure you are comfortable using the equipment.
All effective, efficiently run meetings have an agenda. An agenda is like the roadmap through your meeting because it not keeps you on course, but it also avoids you from veering from the central point of the meeting. By using an agenda, you can focus your meeting on the conversations at hand.
To prepare, email your co-workers for their input on topics to include on the meeting’s agenda. By doing this, you can prepare an agenda that addresses all questions, thus avoiding long-winded conversations that can interrupt a meeting. If anyone has questions regarding topics, you can table them until the end of the meeting. In this way, unrelated questions do not take up a lot of your co-workers’ time.
Make Your Meeting Count
Your meeting should be an engaging one that makes your co-workers excited with anticipation. Okay, maybe not quite a party, but you want your audience to remain engaged to you and your message. To engage your audience, a professional environment that includes a meeting room organised to promote engagement and participation will help them pay attention to the very important points on your agenda.