How To

Secrets to a Successful Meeting

Michaela Hosking
Michaela Hosking Holmesglen Staff • 25 February 2020
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SECRETS TO A SUCCESSFUL MEETING

 

1. Manage your time

Time management is a hard task to master. Remember that productivity is not based on the amount of time you spend on a task, rather how well you use that time.

  • Make an effort to arrive at your meeting on time and prepared.
  • Keep an eye on the time during your meeting and ensure you take away and action any tasks within the given timeframe.  

 

2. Plan ahead 

Remember the phrase, failing to prepare is preparing to fail? Spend some time planning for your meeting to maximise productivity. You can do this by: 

  • Understanding the purpose of the meeting - what can be raised in this meeting and what cannot. This is where reading the terms of reference can provide you with the scope of discussion. 
  • Read the minutes of the previous meeting. Be prepared to report on any action items that you may have been allocated.
  • Find out who the committee secretary is and add any items to the agenda. Read the agenda thoroughly (see Key Template Documents topic) and be prepared to contribute to the discussion on the topic listed.  

 

3. Consider your location 

Meeting locations are crucial. Meetings need to be easily accessible for all attendees, whether your meetings are in person or virtual. 

Ensure your location supports the needs of the attendees i.e. technological requirements, privacy, accessibility just to name a few.

 

4. Manage distractions 

Turn any devices onto silent and pause all notifications. Ensure you notify others that you're unavailable. This demonstrates your commitment to the meeting and respect for the attendees. 

 

5. Stick to the agenda 

Make a conscious effort to remain on topic when contributing to the meeting and support others to remain true to the agenda. 

 

6. Constructive and positive discussions 

There are a few key points you can follow to encourage constructive and positive discussions. 

  • Get to know your committee members. Knowing the names of meeting attendees can help to communicate effectively.
  • Listening to other and avoid interrupting someone when they are talking.
  • Try to be concise when making your point and provide examples to illustrate your point. 
  • Don't be scared to speak up or disagree with an opinion or view. It's the way and manner in which you disagree that makes the difference. 

 

7. Take away action items 

Note any action items you are tasked with so you can report on them for future meetings. 

 

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