21 Aug

6 More Tips On Conducting The Perfect Business Meeting

Posted in Synergy Suggestions on 21.08.14 by John Meloche

Audience Listening To Presentation At ConferenceIn yesterday’s blog, we addressed a very important issue within the business world. And that would be the business meeting. All companies conduct them, right? But are they effective? Are they really getting employees on the same page? Are they moving companies forward in a way that is productive? According to Louise Balle of Chron.com, “Business professionals waste an estimated 31 hours a month at unproductive meetings.”

So how can they go from being unproductive to productive? Balle lists a number of steps that she advises business owners to take to make the most out of their business meetings. Yesterday, we covered the first six steps on her list. Many of them highlight the need to stick to a schedule. In today’s blog, we’ll conclude our look at that list in hopes that it will assist you with conducting the best possible business meetings with your staff.

1. Follow your agenda closely. Speaking of sticking to a schedule, Balle insists that you don’t veer off of the order of issues that you plan on discussing. Many business meetings falter by allowing for too much time to be devoted to one subject, forgetting to address numerous other important points. “Appoint a parliamentarian–sort of a neutral mediating party when discussing issues–to help you keep the meeting on track if necessary,” she writes.

2. Prohibit chaos. This may be one of the harder tips to pull off. Balle reminds us that there are times when meetings become a little heated and emotional. It’s clearly very important to prevent meeting participants from insulting others, interrupting those speaking or raising their voices to overpower other individuals. Meetings aren’t meant to start fights. Those who are disruptive should be asked to leave.

3. Don’t backtrack. Once you’ve completed a point, it’s time to move on. Don’t go back to that point. Instead, be sure to transition to the next item on the agenda. This entails being a pretty diligent moderator. “Moderate the meeting if necessary by giving each member the go-ahead to speak his mind on the issue. Ask each person to limit her point to two minutes or less,” recommends Balle.

4. Leave time for questions. It can be argued that no meeting is productive without attaining feedback from its participants. It’s important to know how your team members feel about each of the issues. Make sure that there is time at the end of each meeting for a short question and answer period. This way, you’ll be able to clarify any points of confusion. You will also allow people to voice relevant points that can add to the proceedings.

5. End your meeting on a positive note. It’s very important to inspire action with each meeting. And one of the best ways to do that is to have your team members leave the meeting with upbeat and positive mindsets. You may want to summarize what each member is required to do moving forward and offer some motivational words to encourage everyone to accomplish the goals outlined in the meeting.

6. Give out promo gifts. If you think that we just snuck that last tip in there, you’d be right! But it doesn’t mean that it isn’t relevant. Promo gifts are very often used to reward job performance. And acknowledging jobs well done publicly is a great way to motivate your team members to perform to the best of their abilities. Select promo gifts that you know your staff would like and use them to reward your top producers at each business meeting.

To get your hands on the perfect promo gift, call Synergy Marketing at 1-877-748-9884.

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20 Aug

6 Steps To Conducting Business Meetings The Right Way

Posted in Synergy Suggestions on 20.08.14 by John Meloche

Mixed group in business meetingRunning a successful business requires the cooperation of several people. In some cases, that may only be two people. And in others, it requires the unification of a large group. No matter the size of your business, teamwork is an imperative part of making it grow and prosper well into the future. And how can you ensure that all of your staff members are on the right page? It’s important to conduct business meetings the right way.

Now, this may seem like an easy task. And it may also seem like a no-brainer piece of advice. All business owners know how to hold business meetings, right? But are they holding them in a way that promotes productivity and efficiency? On Chron.com, Louise Balle writes that “sometimes a meeting isn’t productive due to the lack of well-established rules.” She goes on to offer a number of steps to help guarantee a worthwhile outcome.

1. Start on time. A lot of business meetings get off to an unproductive start simply because they do not start on time. Balle insists that you call your meeting to order at its scheduled start time regardless if people are running late or not. Latecomers, she says, will simply have to catch up during or after the completion of the meeting. This will encourage everyone to show up on time. Those who consistently do not will require some feedback about their tardiness.

2. End on time. Sticking to a schedule is important. Remember that all meeting participants have jobs to do and keeping them in meetings longer than expected can inhibit their plans to meet deadlines on projects that they are working on. Keeping your meetings within specific times will help you to address all of your concerns effectively. “If you can’t cover all of the points within the allotted time, move it to the agenda of the very next meeting,” suggests Balle.

3. Take minutes. It’s important to be able to recall the points made at your meetings. This will be the best way to follow up with your team to ensure that they are following suit on the various plans that you’ve set forth. Having a record of what was discussed will keep you on track. “Ask a secretary or other meeting participant to take minutes at every business meeting so that everyone will recall what was discussed and decisions made,” advises Balle.

4. Pass out a written meeting agenda. To clarify the direction of your meeting, each participant should receive literature covering the major points to be covered. Balle writes that it should also cover how long each point will be discussed during the meeting while allowing time for discussion about these points. As well, she notes that the minutes from the last meeting should be handed out as well. This will keep everyone in the loop about the company’s progress.

5. Introduce guests before the meeting begins. Sometimes your meetings will call for a guest speaker. You may know some industry experts who you’ve had the opportunity to meet over the course of your career. Perhaps, you could hire a motivational speaker who is an expert at boosting employee morale. Don’t leave your speaker or your meeting participants hanging. Start the meeting off with a proper introduction.

6. Summarize the purpose of the meeting. Balle suggests that when the meeting begins, you inform your staff about the various points you plan on covering. You’ll notice that her tips insist upon being very thorough and forthright with your employees. Ensuring that everyone knows what will be discussed is an important step in getting the meeting off on the right foot. Then begin with the first item on the agenda, she advises.

Be sure to check back for tomorrow’s blog as we unveil some more tips on how to conduct the perfect business meeting!

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