“That Meeting was Magnificent” (PART 3)
By: Janet Adetu Date: 6 years agoComment: 0
As a team lead, the Head of Department, CEO or overall group Chief the onus is on you to affect your bottom line, generate positive results and keep everybody smiling at the same time. It will take more than hard skills to have a successful meeting in today’s multigenerational society. Your meeting will involve high impact softskills that combines emotional intelligence, people skills, empathy and respect. You really want everyone to play a contributive role, add their thought and constructively table their concerns. Be aware that any meeting that is swaying one sided with limited voices heard is restrictive of its outcome. Allow for all to be heard, be mindful of your timings and endeavour to end on a good note always.
- Ensure that proper communication is sent out for a meeting to all proposed attendees. Be specific on the date, time and place, if the meeting is postponed for any reason send out information immediately with details of new schedule.
- Endeavour not to start the meeting without a comprehensive agenda which ideally, should be sent out earlier for attendees to form their own opinions or ideas in advance. If any action is required, attendees will have that opportunity to respond.
- Clarify the purpose of the meeting , it should be indicated with a list of those attending.
- Keep minutes well documented they should detail the meeting, date, location, facilitator and note taker. The time the meeting started and ended is also included; the minutes should state the agenda, discussion notes, action items, the person responsible as well as the deadline for execution and delivery. The minutes of the meeting are also taken many times as legal documentation, not to mention, evidence of a record of the meeting kept in corporate files.
- Be attentive in the meeting and watch your posture, appear alert without slacking, show positive body language.
- Participation in meetings is important; it will indicate your level of team spirit and leadership skills. Allow the spokesperson to complete their sentence then wait for the appropriate time to add your own suggestions.
- Communication is the key to conducting a well-controlled meeting. Listen, speak, and adopt is the formula for success. Everybody will have an opportunity to speak, avoid speaking over someone else’s voice, watch the pitch, pace and tone of your voice, avoid giving off negative vibes that position you as aggressive.
- Take your own notes during meetings that you can reference for action plans.
Ensure you understand what is being discussed, the objectives and the way forward.
- In dressing for a meeting, colour plays an important psychological role. Dress the way you would like to be addressed. Appear authoritative if you are a leader by wearing dark coloured suits, white or light shirts (blouses) and an assertive colour tie or accessories.
- Close your meeting on a positive note, lift people strategically and boost their will to participate. Encourage great results and reward participants for a good performance. Indicate the next meeting and reinforce next steps to be executed. Be clear on the goals to be achieved, wish everyone well.
I hope you enjoyed this series on magnificent meetings. Share your experience with us by sending us an email to info@jsketiquetteconsortium.com or janet.adetu@jsketiquetteconsortium.com
Look forward to hearing from you.