Meetings are simply indispensable for finding solutions, sharing experiences and making decisions. Employees also value meetings when they are organised efficiently. They can use them to forge and renew contacts and to nurture their relationships with decision-makers.
For managers, a good meeting can serve as a barometer of morale and provide an opportunity for informal discussion. Larger companies are also aware of the special atmosphere that exceptional venues can provide, which is why they do not hold their successful meetings on their own premises. Instead, meetings often take place in a particularly appealing and inspiring setting, such as the meeting rooms at COLLECTION Business Centres.
1. Make use of inspiring spaces with a clever concept
When an inspiring setting is used rather than in-house premises, the meeting’s attendees are in a positive frame of mind. This momentum is a real asset to the agenda of any event and offers a strong guarantee of success. As all the meeting rooms at COLLECTION Business Centres are equipped with high-quality IT facilities, they provide a professional setting for successful meetings.
2. Don’t waste valuable time
If time is limited, it makes sense to focus on the key points. When drawing up the agenda, you should review each item to assess whether it brings the meeting closer to its objective – or not. This is a fundamental prerequisite for ensuring that only truly relevant topics are discussed.
3. Keep the meeting varied
If a meeting drags on for hours with one presentation following another, fatigue quickly sets in. If, on the other hand, the meeting begins with an anecdote, this has a positive effect on the mood of those present and they are much more attentive.
It makes sense to appoint one participant as chair: this person not only keeps an eye on the time but should also intervene calmly if discussions veer off track. If all the topics and agenda items are dealt with efficiently, there is significantly less chance of boredom setting in. Successful meetings thrive on interaction between participants and brainstorming. If the necessary information is shared online in advance, everyone is up to speed and can contribute more effectively to the discussion.
4. Meeting rules set the tone
If meetings are to be truly successful, meeting rules can help to ensure they are productive. Then every participant returns to their work feeling that they have experienced and achieved something meaningful during the meeting. Of course, it is sufficient to agree on the rules verbally; nevertheless, it is often helpful for those present to be able to read them in writing on a flipchart. Tip: Once rules have been established, everyone must adhere to them. This applies to new colleagues just as much as it does to long-serving and distinguished managers.
Possible rules for successful meetings:
- Every meeting starts and ends on time.
- Every participant prepares for the meeting.
- During the meeting, mobile phones are switched off and kept in pockets.
- Everyone is allowed to finish speaking, but should keep their comments as brief as possible.
- Discussions are part of the exchange, but arguments and personal attacks are not.
5. Creative breaks encourage clear thinking
If the meeting is short, there’s certainly no need for a break. However, if it’s scheduled to last several hours, regular breaks should provide a brief opportunity to relax. This allows meeting participants to refocus on the items on the agenda. If, during a discussion, it becomes apparent that the problems seem insurmountable at first, or if the debate becomes too heated, a creative break can help. This gives participants the opportunity to reconsider their own positions and regain their composure.
6. Don’t organise everything on your own
If you want to run successful meetings, involve the participants: if they are assigned responsibility for individual tasks, the meeting leader can concentrate on the key points. If measures are agreed upon jointly during a meeting, these should also be assigned to individual members. Before the meeting ends, it makes sense to briefly review all the tasks that have been allocated and to record their distribution in the minutes.
Unpleasant tasks should not always fall to the colleagues who are least able to shirk them: otherwise, resentment and conflicts will arise sooner or later. To ensure not only that the meeting is successful but also that the team’s work is effective, tasks should be distributed relatively evenly. If the impression arises that one colleague has to do more than everyone else, this can lead to resentment, which will have a negative impact on the working atmosphere in the long term.
7. Involve everyone in the discussion
If only one person speaks during the meeting and the other staff members do not get a chance to speak, this is rarely productive afterwards. If there is sufficient scope for different opinions and arguments, the issues raised can be viewed from different perspectives. This makes it much easier to reach decisions, and all those involved are more likely to support them. If a constructive discussion takes place in which everyone is allowed to express their opinion, even the quieter participants in the meeting will find it easier to join in the discussion.
8. Create a positive atmosphere
As lovely as professional spaces such as the meeting rooms at COLLECTION Business Centres are, a positive atmosphere for discussion is essential for holding successful meetings. Employees will only speak openly in a meeting if they do not have to worry about saying the wrong thing. If new ideas are to be given the chance to flourish, the interpersonal atmosphere must be supportive and encouraging. To ensure that participants can view all contributions constructively, they should not talk over one another: this is where the meeting chair’s guidance is required. Whilst the meeting leader must rein in those who talk too much, they should kindly invite the quieter participants to speak up.
9. Seeking feedback
Of course, mistakes can occur even in successful meetings. In such cases, it makes sense to seek feedback so that things can run even more smoothly in future. If participants are given the opportunity to provide feedback, they can not only share what they liked, but also what they would like to see at the next meeting. Over time, each meeting will be better than the last.
Key points for feedback might include:
- What were the participants satisfied with? What did they particularly like?
- What could be done even better at the next meeting?
- Was there anything that disrupted the meeting?
10. The minutes for all participants
Even whilst the meeting is in progress, you should keep a simple record of who is taking on which tasks and what the respective deadlines are. If the decision reached on each agenda item is noted alongside it, the subsequent minutes will be a mere formality. It also allows every participant to see what was achieved at the meeting. Once the meeting is over, every participant should receive the minutes within three days at the latest. Once agreed tasks have been completed, the person responsible should provide brief feedback. If, on the other hand, something is preventing the task from being completed, this should also be communicated. This is the only way to find a possible solution at short notice.
A successful meeting is no rocket science: attractive venues provide an excellent setting, but it is up to the participants themselves to foster a positive atmosphere. With the ten points outlined here, you can ensure your meetings are a success.
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