Is The Meeting Necessary?
The very first step is to think about whether or not you need to host a meeting in the first place. If things are progressing smoothly, it is better to let your team continue working instead of micromanaging how they do their work. That is especially true if they have to finish their work in a set time.
Before hosting a meeting, carefully consider whether that is your only option. Most of the time, it will not be. You can visit your employees/coworkers individually or create small groups that you think are under performing. That way, the efficient people can continue working, and the under performing people can resolve their problems.
Do NOT host a meeting for the sake of hosting one. That will break the workflow and cause productivity to drop. Instead, we suggest spending that time guiding your team to perform tasks individually. Remember, do not overdo it. You do not want to create a toxic work environment.
Take Charge or Set a Leader
There is more to a meeting than setting a date, time and purpose. Someone needs to take charge, or the employees will be unable to focus. The conversation could veer off the purpose of the meeting, or someone might stop paying attention because the message is unclear.
There needs to be someone that can follow the rules of a meeting and keep it moving instead of letting someone talk too long. That person can also encourage conversation with people that are otherwise too timid to say anything despite holding an important role. That person should guide the room back to the topic at hand if they feel like the meeting has drifted off-topic.
The responsibility of a meeting succeeding is not only on the leader. Everyone should know the reason for the meeting, what results they should strive for, why they were selected, and how it will benefit the company.
If these things are not clear beforehand, the employees will not pay attention to the meeting, meaning that the entire thing will be a waste of time.
Do Not Worry About Where or How You Meet
Despite what you think, where or how you meet does not affect the outcome. Whether you use Zoom or meet in person, the result will depend on how you run it. Of course, technical difficulties such as internet connections and broken speakers can create problems, that is why it is necessary to prepare for the meeting beforehand. It falls to the person managing it to find a solution.
You will not nail the meeting the first time, but you can make changes to account for the problems you faced before the next meeting.
Plan Ahead but Do Not Overburden the Meeting
A meeting has a set time to talk about the topics, which means the leader should manage how long the heading has been discussed and move on when necessary. That is why you need to make sure the meeting focuses on important topics instead of unnecessary ones that waste time. It should not include things that you can discuss with individuals. Remember, a good meeting does not have to be time-consuming.
To hold a good meeting, you need to prepare beforehand and focus on important topics. You are looking for the most efficient way to solve problems and communicate with your employees, and that does not have to be a meeting.