Make your meetings effective with the power of SmartSheet


Every one of us has endured a horrible meeting. When you arrive on time, the meeting begins 10 minutes later than expected. Some people begin to share ideas, while others reject them. The meeting ends without really making any decisions, and you cry for the hour that was wasted. Through this article I will share with you some tips and tricks for effective meetings, I have gained knowledge of the guidelines for conducting productive meetings through my professional experience with C-level executives. Whatever your position, you can use these pieces of advice and tactics.

The first rule: choose the right audience

Sometimes when we are invited for a virtual meeting, we may ask a question like: “ wait, what I am doing here right now?” The key takeaway is that inviting the wrong people to a meeting can waste time and leave attendees feeling underappreciated. As the meeting’s organizer, it’s crucial to make sure you just invite the important parties. It seems sensible to include every touch point in the meeting, but attempt to determine whether it is required. This also raises the issue of how difficult it may be to keep a meeting on schedule and cover all the important topics that need to be discussed when there are too many participants.

The second rule: Set the Agenda

“Give me an agenda or else I’m not going to sit there, because if I don’t know why we’re in the meeting, then there’s no reason for a meeting.”Annette Catino, Chief Executive of the QualCare Alliance Network.
Even though it can seem like a necessity, many meetings begin without a clear agenda. The agenda for the meeting can be outlined on a handout, written on a whiteboard, or directly discussed at the beginning, but everyone should be aware of the purpose of the gathering and what they are expected to accomplish. The meeting can get back on track if the talk diverges off topic thanks to the agenda, which serves as a compass for the discussion.
An agenda can assist you and your colleagues in planning a meeting and directing the discussion on the topics at hand. By laying out a concise list of topics, goals, and time constraints, an agenda will likely save time for all meeting attendees.

The third rule: Start on Time and don’t forget to End on Time.

Keeping people invited to the meeting waiting for the person in charge to show up for the presentation is really disrespectful. Of course, time is money, and all that waiting around for the boss to show up is a waste of a valuable resource. Employees look to the person in the corner office for guidance when developing the unwritten rules of the workplace. Meetings will begin on time if that person desires that they do so.
“If the meeting is at 8, you’re not here at 8:01, you’re here at 8 because the meeting’s going to start at 8, Busy people that can’t get off the last phone call to get there, [need to] discipline themselves to be there on time.” Terry Lundgren

The fourth rule: Set up an action plan

Every meeting should end with a brief discussion on the future steps, called the meeting follow-up. Determining who is accountable for what and what the timeframes are should be part of this debate. If not, the time you spent at the meeting will have been worthless.
On another side The purpose of a follow-up is to ensure that all pertinent information from the meeting is emphasized. Follow-ups are typically sent through email or messaging app. It is important to remember that, although the organizer is in charge of following up on every detail, attendees are encouraged to make their own notes and action plans in order to avoid any snags.
The following recommendations can assist you in conducting a good meeting but bear in mind that a meeting can be sent in many different directions. This includes interruptions, disagreements among attendees, or the delivery of fresh, unexpected information.

Develop your own plan of action with SmartSheet

With SmartSheet, you are able to make your business meetings more productive and flexible by tracking agendas, action items, and owners, keeping your team accountable with a shared view of status in real time. you’ll find free templates such as downloadable business action plan templates, project action plan templates, corrective action plan templates, and more via this link.
You can get in touch with us to help you take your meetings to the next level: contact@lighthouseconsultings.de

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