Self Help

Managing a meeting effectively and professionally can sometimes be quite a challenge. The following is a list of six ideas and suggestions for to effectively manage a meeting.

1. Begin on time and end on time. If the group comes across an important or interesting subject at the end of the meeting and after all agendas have been discussed, ask each and everyone if they can stay for another fifteen minutes. Otherwise, postpone the subject for another time.

2. Present a written agenda and abide by it. Maintain this course even if only a few items are listed in the agenda. This shows that you are an organized and direct leader. You have to be careful in allowing too much detour from the agenda that can weaken your focus and strength as a leader. You also have to be realistic. Do not expect your group to make a lot of preparation before the meeting unless you specifically and sometimes individually request it.

3. Furnish a comfortable and spacious conference room. This will make it easy for everyone to stay attentive and focused. The table should not be too wide or there will not be a feeling of cohesiveness and coming together as a team. The room should have windows, well-padded chairs and enough space for everyone to spread out. Make sure the temperature is comfortable. Have appropriate lighting.

4. If you are using a public conference room, get there early enough to make sure that there is no debris left from the previous group. Old flip charts should be removed. Boards should be clean. Used cups and leftover snacks should be put away. At the end of the meeting, make sure that you also do your part in keeping the conference room clean for the next group.

5. Refreshments should be fresh, tasty, and fairly easy to eat. Have them ready on the conference table and easily accessible for everyone. If the meeting is going to be long, place to food and beverages close to the table where everyone can stand up, stretch a little, and easily reach the food.

6. When making and important point or if you need a visual explanation, stand up and go to the marker board or flip chart. By standing up, you will be taller than anyone else in the room, thus make them more attentive to you. Moving the attention from you to the chart or the board changes the energy in the room and emphasizes the commitment you have to the statement you are making.