If you have recently stepped into a new professional role, you may have certain responsibilities that you have never dealt with before. Those in managerial positions, for instance, frequently have to plan and coordinate meetings between groups of staff members. Because meetings can take up a significant block of everyone’s time, consider a few ways you can use this time as productively as possible.
1. Invest in a Suitable Space
First, it’s important that you hold your meeting in an effective location. Your ideal spot may vary based on how many people will be present, what sort of supplies you will need, and how the meeting will be conducted. In general, make sure the room you choose has more than enough seats and includes a computer, projector, and whiteboard. If your workspace doesn’t already have a suitable meeting location, consider using shared conference rooms MA.
2. Form a Flexible Itinerary
It’s also critical that you and the other attendees know what you want to accomplish during the meeting. Consider making a list of these goals, estimating the amount of time each task will take. It’s usually best to put the most important and the most easily accomplished projects at the beginning of your schedule.
Remember that things seldom go as planned. You and your team may encounter unforeseen problems or people may have an abundance of ideas to share. Be sure to leave a bit of wiggle room in your itinerary to accommodate these scenarios.
3. Encourage Participation
Finally, clearly communicate your expectations in terms of participation. Should staff members speak up at any time when they have a relevant idea? Will you address each person in turn? Once people know the best way to get involved, they will be more likely to do so.
Depending on your previous experiences with meetings, the idea of gathering in a conference room may either excite you or make you want to run in the other direction. Either way, you can foster a productive, friendly atmosphere by making the proper preparations.