Friday, October 11, 2019

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.










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