A meeting is a gathering of two or more people that has been convened for the purpose of achieving a common goal through verbal interaction, such as sharing information or reaching agreement. Meetings may occur face to face or virtually, as mediated by communications technology, such as a telephone conference call, a skyped conference call or a videoconference.Making the meetings effective and getting the desired output is the main objective for conducting a meeting.
What things have to be done before the meetings? [/b][/b]
First of all fix a purpose of the meeting
Fix an agenda for the meeting.
The agenda that is decided should be circulated prior to members so even they feel involved and updated.
Fix the time of the meeting and adhere to it and respect and value time of members of the meetings.
The arrangement should be such that members in the meeting are able to see each other face hence it can be semi circle or circular arrangement.
What at the time of meeting?[/b][/b]
Welcome members to the meeting
You can also serve refreshments as well which act as icebreakers
Start on time. End on time.
Stick to the agenda.
You can ignite GD to get views and ideas. Hence improving the quality of decisions as well as members get a feeling that attending the meeting is worth.
Keep conversation focused on the topic. Feel free to ask for only constructive and non- repetitive comments. Keep minutes of the meeting for future reference in case a question or problem arises.
What to do after the meeting?[/b][/b]
Write up and distribute minutes within 3 or 4 days.
Discuss problems during the meeting with officers & come up with ways improvements
Conduct a periodic evaluation of the meetings. Note any areas that can be analyzed and improved for more productive meetings.
Meetings can either be very productive or a complete waste of time...depending on how you choose to run your meeting.
You don't need a large number of people, just invite the people who will add value and who really need to be there.