There’s nothing worse than walking out of a meeting and feeling like you got nothing from it.
Time is valuable, so spending an hour with your team to plan and discuss a project needs to be effective.
Getting results from a meeting takes teamwork.
Whoever is leading the meeting must be organised so that things can run smoothly (read our blog on running an effective meeting here).
All the pressure shouldn’t be on them though, while attending a meeting you too have responsibilities.
1. Prepare
You will know the topic of the meeting before attending, so before you go, make sure you have all the information you should.
Bring relevant notes and documents needed for the meeting.
If you are collaborating with a team or different departments on a project, make sure anything they would need to see or know is available for you to share.
If you have questions on a project or task, write them down and take them with you so you don’t forget.
Simple bits of preparation like this allows you to know what you need and what others will need from you, meaning you can participate in the meeting more effectively.
2. Take notes
Sometimes there will be an assigned note taker in a meeting but taking your own notes as well is always a good plan.
This allows you to retain the information better and lets you have something to refer to afterwards.
Take notes on anything relevant to you and/or your department so that the notes can then be shared with your team.
You can also write them up formally to share, as well as creating a list of actions for yourself to move forward with in the project.
It shows that you are listening and taking in the information being presented, reassuring the meeting leader and other attendees.
3. Know your role and responsibilities
In a project, there should be clear roles and responsibilities set out for everyone involved.
This is to avoid confusion and any “I thought you were doing that?” type conversations.
If you know your role and responsibilities, then you know you have contributed everything expected of you and nothing has slipped through the cracks.
This applies to the entirety of the project and the meeting specifically.
Clear communication of what you should be doing is very important.
4. Communicate
Communication as a whole is key.
If you have any questions or issues, make them clear in a professional manner so that they can be resolved.
Sitting back and listening in a meeting may feel easier, but it will bring up issues in the long run.
Use the time you have to get everything across, nobody can make any real progress if you aren’t being open and honest with each other.
While communication is important, make sure you aren’t taking away from the meeting leader and distracting other participants.
Keep conversation relevant and productive in relation to the project, don’t feel the need to get involved if it doesn’t concern your role.
5. Reflect
During the meeting and afterwards, reflect on the conversation and points made by yourself and others involved.
Use the notes you have taken to fully understand the progress made.
Create a plan for how you will move forward and what actions need to be taken.
If anything feels unresolved or you just need more information, don’t be scared to send a follow up email.
The main aim of an effective meeting is to leave everyone feeling content, satisfied and comfortable.
The biggest thing is to be open and honest with yourself and those around you in the workplace.
People won’t always want to get the same result from a meeting, so try and adapt to the method the leader has taken.
Really listen and acknowledge what others are saying and make sure you have contributed everything you can.
If you need a space to hold meetings for a project, Itek House can help.
Get in contact and see what we have to offer.
