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July 01 2022
 min read

Mastering Meeting Management

Anushka Das

Meeting Management is a skill which seeks to improve the employees and the organisation.

Mastering Meeting Management

Employees spend a considerable amount of time in meetings. Since such a high amount of time and effort goes into meetings, it becomes highly important for these work meetings to be effective. It is important that meetings be efficient and that the main goal of the meeting be achieved and discussed. We can aim at all this by efficient meeting management.

What is Meeting Management?

It is the process of planning meetings and effectively managing those meetings to achieve results. As discussed, employees spend a huge chunk of their work time in meetings so it is necessary that the time is worthwhile. Careful attention must be paid to a variety of details. It is broadly divided into:

1. Planning of pre-meeting activities and booking of the meeting

2. Leadership and effectiveness during the meeting

Three areas can be focused when concentrating on making meetings successful. These are:

1. Properly communicating the aim of the meeting

2. Encouraging participation and ideas from all employees

3. Closing meetings on a positive and motivational note

The overall process is discussed in brief below:

1. Pre-meeting Activities

A meeting is more than just the time that is spent during the meeting. It is also what goes into pre-meeting organization. A lot of processing and organizational skills are included in meeting preparation and scheduling. Discussing and arriving at the primary goals of the meeting much before conducting the meeting is important for a smooth meeting. Working out the details of the meeting such as the perfect space, size, equipment et cetera is also included in this. 

A modern workplace has a number of meeting and conference rooms and booking a perfectly sized space may need pre-booking. Very interestingly, there are several meeting management softwares and applications which are making this entire process extremely easy for everyone. 

2. Selection of Topics

The aim and content of the meetings must affect all the participants. It is important that everyone feels included and that they have something to add to the meeting. 

It is definitely not possible to address all relevant issues in the same meeting. That would lead to saturation and less efficiency. Proper selection of topics becomes very important so that time isn't wasted and actual solutions to problems are discussed. 

3. Creating Questions, Arriving at Solutions

Participation is of utmost priority. Employees and participants need to feel that they are an active part of the whole process. Problem statements can be presented as questions that attendees can effectively prepare. This allows for flow in the meeting, moving from question to question. 

4. Final Purpose

Concentrating on the final purpose of the meeting is probably the most important factor. Whether the meeting is being held to discuss overall performance of the team at the end of a month or to discuss a specific problem, arriving at a solution is the main goal. 

It is important that all information be shared and ideas be discussed freely. Providing input and effectively coming at a conclusion without wasting much time and resources is the main goal of a successful meeting. 

5. Time Management

No one wants to spend more than necessary time in a work meeting. It becomes imperative that the meeting be focused on the issues to be discussed. Efficiency and productivity in a meeting reflects on the work performance as well. Creating a realistic schedule which would cover the most priority topics and allotting time limits for each of the topics is very important. 

6. Conclusion

Conclude the meeting on a positive note. Encourage the participants, ask questions about what they think can add to the organisation and if there is any problem being discussed, ask them if they believe they can do things differently in the future. 

Meeting Management is very important for your team and mastering the process may take effort, but is it worthwhile.