How to Make Meetings More Engaging?

meeting engaging


The meaning of the meetings is to discuss the various official matters and share the progress reports with higher management. Often meetings failed to achieve the meeting results due to unclear meeting agenda and confirm participation list. 
 

In this article, we’ll discuss the various aspects of how to conduct the result-oriented meeting and how to maintain proper meeting minutes, and assigned the next tasks to the concerned officials.

Round #1

The meeting chair provides a conducive and enabling meeting environment for all participants to ask to allow them to share their ideas and knowledge freely so the participant gets full confidence. 


It will happen if the chair allows a few minutes of informal discussion before starting a formal meeting.


Round #2
The chairman/chairperson should decide the meeting agenda and declare the name of participants with their roles and responsibilities. 


Welcome the speech of the chairman/chairperson and share the meeting agenda copies with all participants. 


However, the meeting agenda should reach the participants two or three days earlier for the purpose of preparation of the section-wise progress.


Round #3
Overview of the last meeting minutes and tasks assigned and review the progress past progress report one by one point and also share the incomplete work progress and share hurdles if any in front of the meeting participants.


Round #4
Find out the way to get completion of the previous task in the meeting and declare the road map to achieve the targets remaining if any. Get feedback from all participants and inputs to add value.


Round #5
Announce the meeting breaks for a while to attend lunch and a cup of tea and re-group after with fresh minds. 


The meeting chair tries to engage section heads in break time to discuss additional agenda if any i.e. staff progress, administrative matters, etc. 


Round #6
Re-welcome to all meeting participants with a fresh mood and start a discussion on the original meeting agenda. 


Specify the task’s importance and deliver keynotes to the participants and ask them to prepare their work plan to achieve the determined goals in the coming quarter. 
 

Distribute participants in different groups as per their experience and role in the office. 


Round #7
Ask groups to display their road map in front of all participants and present the goals and there achieving road map in a stipulated time frame.


Round #8
With the consensus of the section heads in the meeting approved the plan for the next quarter and ask the section heads to monitor all progress and share work progress did to me from time to time and get feedback and support from me if needed.


Round #9
During the closing remarks, appreciate the work progress and appreciate the best performer to attract others to do the same next time. Ask an admin to arrange official drop facilities for all participants and say goodbye to all teams with great gestures.


Frequently Ask Questions:

How to improve team meetings:

Start with excellent news.

Rotate Facilitators. Often, your weekly staff meeting will follow an equivalent agenda week after week—this isn't a nasty thing.

  • Challenge yourselves to unravel Problems.
  • Stay Focused.
  • Make It Fun.

 

Topics for team meetings at work:

  • Review ongoing projects.
  • Review recent performance.
  • Set up next quarter's goals.
  • Share Industry news.
  • Unfold upcoming events.
  • Process updates.
  • Convey customer feedback.

 

Purpose of weekly team meetings:

Weekly meetings are scheduled get-togethers that a team or group has hebdomadally at a delegated time. These weekly meetings are important because they have a tendency to deal with action items, roadblocks, and questions for the upcoming weeks or barriers from last week.

 

Team meetings are important and an important part of building a team and achieving the team's objectives. The meetings are an open opportunity to return together, reflect on progress and help one another. These meetings will help improve the overall performance of the team and therefore the productivity of individual members.

 

How does one have a productive team meeting?

  • Make sure everyone who must be within the room can make it.
  • Share your agenda beforehand.
  • Set a gathering goal.
  • Prepare for the meeting.
  • Remove all distractions.
  • Follow an agenda.
  • Invite everyone to contribute to the conversation.
  • Take notes.

 

10 Meeting Rules for Productive and Effective Meetings:

  • Hold meetings only they're absolutely required.
  • Only invite people that are truly needed.
  • Assign a gathering facilitator.
  • Set up meeting equipment beforehand.
  • Share a gathering agenda beforehand.
  • Take and share meeting notes.
  • Give everyone the chance to participate.

 

How to Lead Effective Team Meetings

  • Have a Positive Attitude.
  • Remember, You Own the Meeting.
  • Always Prepare an Agenda.
  • Ask for Input on the Agenda.
  • Spice It Up.
  • Allow for Spontaneity.
  • Use Team Meetings to Collaborate.
  • Lighten Up.


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