Community//

3 key steps to have Effective Meetings

Many of us have struggled at some point in our work when the meetings were a complete chaos, attendees were not aware why they were there, what to expect and if they had to contribute in the discussion – eventually having a need to setup a followup meeting once everyone knows why they are there. […]

The Thrive Global Community welcomes voices from many spheres. We publish pieces written by outside contributors with a wide range of opinions, which don’t necessarily reflect our own. Community stories are not commissioned by our editorial team, and though they are reviewed for adherence to our guidelines, they are submitted in their final form to our open platform. Learn more or join us as a community member!

Many of us have struggled at some point in our work when the meetings were a complete chaos, attendees were not aware why they were there, what to expect and if they had to contribute in the discussion – eventually having a need to setup a followup meeting once everyone knows why they are there. And while I can speak only for the IT industry where I work, I have seen this happens more often when we schedule a meeting in a hurry. 

So here is a quick guide to making the meetings more effective. Have the following in the invite to make sure everyone is prepared well in advance and that the meeting is fruitful. 

  1. List the Agenda “What will we discuss” – Yes, although this looks to be a basic step, but people often miss to write the agenda of the meeting. In the hurry of setting up a meeting, we often just send an invite. It is difficult to track back what this meeting was about. So the best way to address is to include the agenda of the meeting in the invite. Tell everyone what we are going to discuss.  
  2. Attendees and their role “Who is required and why”- While everyone can see who is invited, it is also good to include a one line of what is in for them and what we are expecting from them in the meeting. Even the attendees will be prepared when they know they have been called in to gather some requirements / get advice / do brainstorming or to just listen to the proposal. 
  3. Include the expected outcome “Why are we meeting, What should be achieved” – Set-up the goal for the meeting, what do you want to achieve from the meeting. If a goal is set, you can measure the meeting effectiveness. Also it will help to keep the discussion on track without getting deviated from the topic. 

Measuring the meeting outcome will tell you how effective the meeting  was, what can be included and what can be eliminated. Measuring meeting effectiveness is also a part of the continuous improvement process. 

So next time when you want to utilize the meeting in the best possible way, follow these 3 simple steps, measure and improve! 

Share your comments below. Please read our commenting guidelines before posting. If you have a concern about a comment, report it here.

You might also like...

Community//

Your Meetings Are Boring But Everyone’s Afraid To Tell You

by Monique Russell
Photo by Thomas Drouault on Unsplash
Community//

Gathering Effectively

by Sarah Phillips
Community//

Do You Surrender Your Workdays to an Endless Loop of Meetings?

by Brian de Haaff

Sign up for the Thrive Global newsletter

Will be used in accordance with our privacy policy.

Thrive Global
People look for retreats for themselves, in the country, by the coast, or in the hills . . . There is nowhere that a person can find a more peaceful and trouble-free retreat than in his own mind. . . . So constantly give yourself this retreat, and renew yourself.

- MARCUS AURELIUS

We use cookies on our site to give you the best experience possible. By continuing to browse the site, you agree to this use. For more information on how we use cookies, see our Privacy Policy.